Project Support Manager

Starting Date / Initial Contract Details

November 2024. Full time, 12-24 months

Role Overview

The Roving 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 covering for the support functions including the Project Support Manager, Human Resources Manager, Logistics Manager and Finance Manager. More specifically, this will involve coordinating and managing 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 Roving Project Support Manager also represents Medair at relevant meetings with contractors, local authorities, NGOs and other stakeholders.

Project Overview

Medair delivers life-saving multisectoral interventions to emergency affected populations in eastern DRC in difficult to access areas and despite security challenges. Sectors of interventions are health, nutrition and WASH In terms of outbreaks, the Eastern Part of DRC where Medair is providing support sees frequent disease outbreaks, such as  as measles and cholera. In this context, access and quality to Primary Health Care is a priority.

Key Activity Areas

Roving Project Support Management

• Ensure the smooth running of the assigned base including staff supervision, 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 preparation of weekly closing and monthly financial reports, review reconciliations done by financial assistants.  
• Manage base budget(s), ensure expenditure is within set guidelines, ensuring all funds are well and timely spent in accordance with donor requirements and time frames.  
• 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 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, ensuring they meet all relevant Medair and donor requirements
• Manage and track expenditure of assigned budget, including supporting Project Managers to do quarterly pipeline analyses, ensuring that spending is in accordance with donor requirements and time frames and notifying the relevant field managers of any necessary adjustments

Security Management

• In the absence of the PC, attend all external coordination and security meetings and feedback information to the appropriate managers and staff
• Follow the instruction of the PC, to ensure the availability of emergency equipment
• Provide support in managing security incidents as required, including the writing and submitting 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 accurate and timely internal reports as required by field management and HQ 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

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, prayer, and words of encouragement.
• Encouraged to join and contribute to Medair’s international prayer network.

Qualifications

• University degree in relevant subject or equivalent professional/technical qualification  
• Strong French (spoken and written). Good English (spoken and written).

Experience

• Post-qualification management experience in a relevant profession
• Experience working in a cross-cultural setting, preferable in a support role
• Capacity to work under pressure and manage personal stress levels
• Creative, open-minded, flexible, self-learner
• Good understanding of cross-cultural issues. Diplomatic
• 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. Good numerical and report writing skills
• Able to oversee multiple tasks, prioritising and delegating as required
• Strong leadership skills. Consultative management style. Accountable decision maker
• Able to build trust and enforce procedures. Strong organisational and time management skills
• Coaching and training skills