Role Overview

Play an important role in overseeing the running of a Medair base. On a day-to-day basis, the Project Support Officer is involved in a wide variety of activities involving coordination, logistics, hospitality, and staff supervision. This provides valuable support to the programme staff, enabling them to focus on their core activities.

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

Field based position in Bunia, Democratic Republic of Congo.

Bunia is a base in a town where other NGOs and UN agencies are also based. Consequently there is an expat scene and few restaurants for evening out. Security in the town is reasonable although walking in the dark is not permitted for expats. There is mobile phone network and internet.

Starting Date & Initial Contract Details

As soon as possible. Full time, 12 months.

Key Activity Areas

Base Management

  • Managing the daily functionality of the base, ensuring utilities, food and other supplies are available, that security routines are monitored and maintained and that all other requirements are in place.
  • Coordinating the routine maintenance of base infrastructure and equipment, repairing items as quickly as possible using the most cost-effective solution.
  • Liaising with external contacts, such as landlords, utility companies, local tradesmen and contractors, service providers, etc, ensuring services are delivered on time, on budget and to an acceptable standard.
  • Planning daily staff movements taking into account staff and fleet availability and programme requirements, ensuring the most efficient use of Medair resources.
  • Welcoming and briefing new Medair staff and visitors to the base, planning for their arrival by preparing food and accommodation, arranging transportation and ensuring they have all the information needed for their stay.
  • Coordinate with relevant authorities and other NGOs, on matters relevant to Medair operations in the area.

 

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.
  • 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 and maintain positive relationships with suppliers, local authorities, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and 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.
  • 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.
  • 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

  • Post-qualification management experience.
  • Experience in a cross-cultural setting, preferable in a support role.
  • Computer literate with good working knowledge of Microsoft Excel, Word and Outlook.
  • Problem solving ability; strong administrative skills; good numerical and report writing skills.
  • Attention to detail; able to oversee multiple tasks, prioritising and delegating as required.
  • Able to develop and maintain effective relationships with internal and external stakeholders.
  • Team-player with good communication and inter-personal skills.
  • Capacity to work under pressure and manage personal stress levels.