Role Overview

You play a key role in ensuring the efficient and effective running of the programme in Goma. This varied and challenging role involves coordinating and managing the main support functions including general administration, base management, finance, human resources, and logistics. With line management responsibility for staff involved in support roles you may also be called upon to represent 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 North Eastern Congo.

Workplace & Conditions

Field based position in Goma, Democratic Republic of Congo.

Starting Date & Initial Contract Details

As soon as possible. Full time, 12 months.

Key Activity Areas

Project Support Management

  • Manage the weekly petty cash to perform the weekly logistics payment
  • Ensure that proper documentation is collected and handed to Finance, regarding the weekly purchases.
  • Ensure all internal financial controls are in place and that Medair and donor guidelines are followed.
  • Support line managers in recruitment, induction, training, appraisals, disciplinary action, etc.
  • Help and supervise the medical logistician for the monthly payments perform by HQ, regarding the purchase of medicines and nutrition supplies for the different Projects.
  • Focal point in organizing the different cargo flight from Goma to the different field bases.
  • Ensure all national and international legal requirements relating to employment are adhered to, including contracts, statutory deductions, record keeping, etc.
  • Provide, if required, logistical support to programme staff and field bases, vehicles, assets, IT and communication equipment and the training of logistics staff.
  • Ensure procedures are maintained in logistics, particularly in procurement.
  • Ensure regular computer back-ups, virus updates and routine maintenance are carried out.
  • Help the Logs Manager in tracking expenditure of base budget, ensuring spending is in accordance with requirements.

 Security Management

  • In the absence of DCD and LM, attend all relevant external coordination and security meetings and feedback information, as applicable, to the appropriate managers and staff.
  • In liaison with LM ensure security procedures are in place, guidelines are kept up-to-date and staff receive relevant security information. This includes reviewing security arrangements on a regular basis, maintaining communication, providing briefings and ensuring the availability of emergency equipment.
  • Provide support in managing security incidents as required, including the writing of incident reports.

 Administration

  • If need it, help the LM in review contracts between Medair and external suppliers, ensuring they remain valid and relevant and that the terms and conditions are followed.
  • Submit 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 requirements.

Staff Management

  • Help LM in liaise with Goma support staff to coordinate recruitment, day-to-day management and development of project teams.
  • Participate in regular team meetings with the Goma support and project 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

  • Ensuring that all standardised formats are used and guidelines are followed
  • Review, develop and implement systems to improve transparency and to prevent loss or fraud. Carry-out regular inspections and spot-checks, 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

  • Post-qualification management experience. Experience in a cross-cultural setting.
  • 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.
  • Enthusiastic with a “can-do” attitude; able to build trust and enforce procedures.
  • 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.