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 project targeting displaced, war affected and vulnerable populations in NE Congo as well as WASH, infrastructure in Lubero territory, North Kivu Province. Developmental type 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 Kirumba, with limited travel to project sites in areas of intervention. Kirumba is a commuter town situated at almost equidistance between Goma and Beni (North Kivu Province). Living conditions in the base are basic but comfortable although opportunities for recreations are few. Other NGOs also have operations/bases in Kirumba partly due to presence of MONUSCO, government armed and police forces, which contributes to stable security in Kirumba. The project sites do however experience insecurity which may cause periods of restricted movement. There is mobile network and internet most of the time. Curfews may be periodically imposed for security reasons.

Starting Date & Initial Contract Details

September 2019. Full time, 12 to 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 Medair and donor guidelines followed, oversee preparation of weekly and monthly financial reports, review reconciliations done by financial assistants.
  • Manage base budget, ensure expenditure is within set guidelines.
  • 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 accurate and efficient procedures are maintained in logistics, particularly in the areas of procurement, storage and transportation. Monitor that regular computer back-ups, virus updates and routine maintenance are carried out and provide IT trouble-shooting if required.
  • In collaboration with the PC work with field managers and GSO staff in the preparation and development of budgets for support and shared costs.

 

Security Management

  • Ensure security procedures are in place, guidelines are kept up-to-date and receive relevant security information. This includes reviewing security arrangements on a regular basis, maintaining communication, providing briefings and ensuring the availability of emergency equipment.

 

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 accurate and timely internal reports as required by field management and GSO and contribute on request to external reports.

 

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.

 

Quality Management

  • Promote and use the Medair e-library and other operating procedures, ensuring that all standardised formats are used and guidelines are followed.
  • In conjunction with relevant managers 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).
  • Computer literate with good working knowledge of Microsoft Excel, Word and Outlook.

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

  • Post-qualification management experience in a relevant profession.
  • Experience working in a cross-cultural setting, preferable in a support role.
  • Able to develop and maintain effective relationships with internal and external stakeholders
  • Able to oversee multiple tasks, prioritising and delegating as required.
  • Accountable decision maker. Able to build trust and enforce procedures.
  • Capacity to work under pressure and manage personal stress levels. Good understanding of cross-cultural issues. Commitment to best practice.