Role Overview

Coordinate and manage the main support functions including general administration, base management, finance, human resources, logistics and security. With line management responsibility for staff involved in support roles, in the absence of the Project Coordinator, the Project Support Manager also represents Medair at relevant meetings with contractors, local authorities, NGOs and other stakeholders.

Project Overview

Emergency health projects targeting displaced, war affected and vulnerable populations in NE Congo. Developmental projects aimed at long term and sustainable behaviour change in general population and state health employees to improve public health outcomes.

Workplace & Conditions

Based in Bunia, Eastern DR Congo. Occasional insecurity may cause periods of restricted movement. Curfews may be periodically imposed for security reasons.

Starting Date & Initial Contract Details

As soon as possible. Full time, minimum contract 24 months.

Key Activity Areas

Project Support Management

  • Ensure the smooth running of the assigned base including staff supervision, security, maintenance and liaison with landlords, contractors and suppliers.
  • Supervise all financial activities to ensure all cash management needs, reporting deadlines and internal and external audit requirements are met.
  • Ensure all internal financial controls are in place and that Medair and donor guidelines are followed.
  • Oversee all human resource activities, supporting line managers as required in areas such as recruitment, induction, training, appraisals, disciplinary action, etc.
  • Ensure all national and international legal requirements relating to employment are adhered to, including contracts, statutory deductions, record keeping, etc.
  • 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 procedures are maintained in logistics (procurement, storage and transportation).
  • Monitor that regular computer back-ups, virus updates and routine maintenance are carried out.
  • Prepare and develop budgets for support and shared costs, ensuring they meet requirements.
  • Manage and track expenditure of assigned budget, ensuring spending is in accordance with donor requirements and time frames and notifying the relevant field managers of any necessary adjustments.

Security Management

  • Attend relevant external coordination and security meetings and give feedback to the managers.
  • Ensure security procedures are in place, guidelines are up-to-date and staff receive training.
  • Provide support in managing security incidents as required, including the writing of incident reports.

Administration

  • Draw up, manage and periodically review contracts between Medair and external suppliers, ensuring they remain valid and relevant and that the terms and conditions are followed.
  • Submit internal reports as required by field management and GSO, and contribute 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 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, 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 positive relationships with stakeholders, representing Medair, develop partnerships.

Quality Management

  • Promote and use the Medair e-library and other operating procedures, ensuring that all standardised formats are used and guidelines are followed.
  • Review, develop and implement 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.

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.
  • Strong working knowledge of English and French (spoken and written).

Relief & Recovery Orientation Course (ROC)

  Everyone who works as an Internationally Recruited Staff in one of our field programmes must first successfully complete the Medair ROC. Read more for information, dates and related costs.

Experience

  • Medair experience required.
  • Post-qualification management experience in a relevant profession.
  • Experience working in a cross-cultural setting, preferable in a support role.
  • Able to oversee multiple tasks, prioritising and delegating as required.
  • Able to develop and maintain effective relationships with internal and external stakeholders.
  • Strong organisational and time management skills. Good inter-personal and conflict resolution skills.
  • Good numerical and report writing skills. Problem solving ability, excellent communicator.
  • Creative, open-minded, flexible, self-learner.

Before you apply

Please ensure you are fully aware of the:

  1. Medair organisational values.
  2. Medair is committed to safeguarding the protection of beneficiaries, volunteers, staff and partners, and particularly children. Therefore, we do not employ staff whose background we understand to be unsuitable for working with children. Medair staff are required to give the utmost respect to, and comply with, Medair’s accountability policies and best practices.
  3. Key Profiles & Benefits Package provided for Internationally Recruited Staff (IRS).
  4. Medair Relief & Recovery Orientation Course (ROC) (which forms part of the recruitment selection process for field positions).