Project Support Manager

Location

Starting Date & Initial Contract Details

As soon as possible. Full time, 12-24 months.

Role Overview

Working as an important member of a diverse team who are committed to serve world’s most vulnerable with practical and compassionate care. The Project Support Manager is key to the efficient and effective running of operations in the area to which they are assigned. This varied and challenging role involves coordinating and managing the main support functions including general administration, base management, finance, human resources and logistics. 

Project Overview

Line management responsibility for staff involved in support roles. In absence of Project Coordinator, Project Support Manager also represents Medair at relevant meetings w/contractors, local authorities, NGOs & other stakeholders.

Our Culture

Key Activity Areas

Project Support Management

• Ensure smooth running of assigned base: staff supervision, landlords maintenance & liaison, contractors & suppliers
• Ensure all financial activities (cash management, reporting deadlines, internal & external audit) requirements, controls, reports, reconciliations are met/done
• Manage base budget(s), ensure expenditure & funds are within set guidelines, donor requirements, timeline
• Oversee all human resource activities, supporting line managers as required 
• Ensure all national and international legal employment requirements are adhered to
• Provide logistical support to programme staff and field bases, including managing the supply chain, vehicles, assets, IT and communication equipment and the training of logistics staff
• Ensure accurate & efficient procedures are maintained in logistics (i.e. procurement, storage and transportation)Monitor regular computer back-ups, virus updates, routine maintenance & provide IT trouble- shooting take place
• In collaboration with the PC work with field managers and GSO staff in the preparation and development of budgets for support and shared costs, ensuring they meet all relevant Medair and donor requirements
• Manage & track budget expenditure comply to donor requirements & timelines and notify of any necessary adjustments

Security Management

• In PC absence, attend all relevant external coordination, security meetings and feedback information
• Follow PC instruction to ensure availability of emergency equipmentProvide support in managing security incidents as required, including the writing and submitting of incident reports

Administration

• Write, manage & review external suppliers contracts; so they remain valid,  relevant and terms & conditions are followed
• Submit accurate & timely internal reports and contribute on request to   external reports
• Ensure a clear and transparent paper trail is in place for all transactions, that records are kept in an orderly and timely fashion and that the filing (archive) system is in line with Medair and donor requirements

Staff Management

• Manage and oversee the assigned programme support staff including recruitment, day-to-day management, performance monitoring, disciplinary, development and training, appraisal, etc.
• Hold regular team meetings with the assigned programme support staff, reviewing team and individual objectives and ensuring team members are kept informed of issues relevant to their work

Communication

• Develop and maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of support related activities and requirements
• Develop and maintain positive relationships with suppliers, local authorities, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships
• Work to strengthen internal communication, support, and mutual understanding between support functions and programs as appropriate to your work level and area of influences.

Quality Management

• Promote and use the Medair e-library and other operating procedures, ensuring that all standardised formats are used and are the most up to date versions and guidelines are followed
• In conjunction with relevant managers review, develop and implement (as applicable) systems to improve transparency and to detect and ultimately prevent loss or fraud. Carry-out regular inspections and spot-checks, both on systems and on- going work, to ensure the best use of Medair assets and resources

Delegated Responsibilities

• Management and supervision of finance, human resource and logistical activities for assigned base, including legal compliance
• Compilation of annual support budget(s) and subsequent management of expenditure
• Development and implementation of robust systems designed to ensure the physical security of the base and to prevent the theft of Medair assets and equipment and the fraudulent use of Medair resources
• Filing and archiving of documentation for transfer to GSO and / or for required record keeping in-country
• Implementation and improvement of support systems and policies

Team Spiritual Life

• Reflect the values of Medair with team members, local staff, beneficiaries, and external contacts.
• Work, live, and pray together in our Christian faith-based team settings. Fully contribute to the rich spiritual life of your team, including team devotions, prayers, and words of encouragement.Encouraged to join and contribute to Medair’s international prayer network.

This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary.

Qualifications

• University degree in relevant subject or equivalent professional / technical qualification
• Post-qualification management experience in a relevant profession
• Strong French (spoken and written) and good English (spoken and written)
• Computer literate with good working knowledge of Microsoft Excel, Word and Outlook

What is the ROC and why is it required?

Experience

• Experience working in a cross-cultural setting, preferable in a support role
• Team-player but also able to work independently
• Good inter-personal and conflict resolution skills, diplomatic
• Able to develop and maintain effective relationships with internal and external stakeholders
• Capacity to work under pressure and manage personal stress levels
• Creative, open-minded, flexible, self- learner
• Good understanding of cross-cultural issues, coaching and training skills
• Attentive & hospitable to colleagues, visitors at the team house
• Able to cope with basic living conditions in the field and during field trips
• Problem solving ability Excellent communicator, able to oversee multiple tasks, prioritising and delegating as required
• Good numerical and report writing skills
• Strong leadership skills, consultative management style, accountable decision maker
• Able to build trust and enforce procedures, strong organisational and time management skills

All new deploying international staff to Medair’s country programmes (and other roles which require field travel) should be fully vaccinated with a WHO-approved COVID vaccine, supported with a COVID vaccination certificate as evidence.