Project Support Manager

Role & Responsibilities

On a day-to-day basis the Programme Support Manager carries out a variety of functions related to the program and support needs carried out in line with Medair policies and procedures and according to any applicable donor, HQ or field guidelines. The Project Support Manager is responsible for the organization and management of HR / Administrative, logistics and financial processes required ensuring the Renk programme functions effectively and with integrity.

Project Overview

Multi-sector relief programme including: provision of Primary Health Care, Nutrition, Health and Hygiene Promotion and Water and Sanitation across Renk County in South Sudan. The goal is to contribute to reducing morbidity and mortality in vulnerable communities in South Sudan.

Medair

Medair is a humanitarian organisation inspired and motivated by Christian faith to relieve human suffering in some of the world’s most remote and devastated places. We bring relief and recovery to people in crisis, regardless of race, creed or nationality. As signatories of the Red Cross Code of Conduct, we believe that aid should be given to everyone who is in need, regardless of political, social or religious viewpoint. We save lives in emergencies and then stay to help people recover from crisis with dignity—working side by side with communities to leave a lasting impact. We provide a range of emergency relief and recovery services: health care and nutrition; safe water, sanitation, and hygiene; shelter and infrastructure. Internationally recruited field and headquarters staff lead the organisation, supported by nationally recruited staff to implement programmes locally.

Workplace         

Field based position in Renk, South Sudan. Take a look at Medair’s work in South Sudan.

Starting Date

As soon as possible

Initial Contract Details

Full time, 24 months contract

Key Activity Areas

Project Support Management

• Ensure the smooth running of the Renk base including line managing the cooks, guards and cleaners to ensure the effective running of the compound and facilities.

• Supervise financial activities to ensure all cash management needs, reporting deadlines, salary payments, are timely and that audit requirements are met.

• Ensure all internal financial controls are in place and that Medair and donor guidelines are followed.

• Manage the Finance Support Officer and Logistics Assistant to promote their professional development.

• Ensure all national and international legal requirements relating to employment are adhered to, including contracts, statutory deductions, record keeping, etc.

• Ensure accurate and efficient procedures are maintained in logistics, particularly in the areas of procurement, warehousing, fleet management and transportation.

• Coordinate and book charter flights for transport of personnel and cargo between Juba and Renk.

• Plan and coordinate weekly movements of vehicles to facilitate transport of staff and cargo.

• Manage the running of the fleet and make sure maintenance, mileage and fuel logs are kept up to date.

• Work in the preparation and development of budgets for support and shared costs.

• Manage and track expenditure of the Renk base budget by ensuring spending is in accordance with time frames and adjust spending if required.

• Oversee and guide construction and maintenance projects for base and project facilities development.

• Keep track of equipment by maintaining the Equipment Inventory List and individual Equipment Allocation forms. Facilitate equipment maintenance on request of Project Managers.

   

  Security Management

• Adhere to existing security procedures.

• 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 accurate and timely internal reports as required by the Juba office.

• Ensure a clear and transparent paper trail is in place for all Renk related transactions.

• Keep records ensuring that the archive system is in line with Medair requirements.

• Maintain responsibility for the approval and prompt payment of all base related invoices.

   

  Staff Management

• Manage and oversee the assigned staff including recruitment, day-to-day management, development and training, appraisal, etc.

• Hold regular team meetings with line managed 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.

• Ensure clear communication lines and good functional relationships between the programmes staff and the support staff.

   

  Quality Management

• Promote and use the Medair e-library and other operating procedures.

• In conjunction with the PC and relevant Project 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 to ensure the best use of Medair assets and resources.

• Develop procedures and systems for improving the management and stewardship of resources.

   

  Field - Team Spiritual Life

• Reflect the vision and values of Medair with team members, local staff, beneficiaries, and external contacts.

• Fully contribute to the rich spiritual life of your team, including team devotions, prayers, and words of encouragement.

• Live, work and pray together in our Christian faith-based team settings.

• Instigate and contribute to prayer times within internationally recruited staff and HQ teams.

• Encouraged to join and contribute to Medair’s international programmes and HQ prayer network.

   

  This job description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to organisational needs.

   

  Qualifications

• University degree in relevant subject or equivalent professional / technical qualification.

   

  Languages

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

   

  Experience / Competencies

• 2 years post-qualification management experience in a relevant profession.

• Experience working in a cross-cultural setting, preferably in a in a finance and logistics position and / or programme support / assistance.

• Good budget design and management skills.

• Good negotiation and Problem solving ability.

• Understanding of cash management and financial planning.

• Able to prioritise clearly, oversee multiple tasks and delegate wisely.

• Able to be inclusive in decision making and execution of work.

• Committed to consultative and servant leadership.

• Self-motivated, energetic, hard-working, servant-hearted.

• Creative, open-minded, flexible, self-learner.

   

  Profiles sought for Internationally Recruited Staff (IRS) roles in the field

  Relief experience

• Professionals with 12 months or more relevant relief or development experience (Experienced Relief Workers).

• Professionals with less than 12 months relevant relief or development experience (New Relief Workers).

  Professional

• Experienced professionals in a relevant Medair sector of expertise.

• Overseas intercultural experience.

Values

• Fully committed to the Medair values; to reflect the vision and values of Medair with team members, local staff, and external contacts.

  Personal qualities

• Able to live and work in a multicultural team under difficult conditions.

• Strong character traits, including emotional stability, adaptability, ability to handle stress, cultural and gender sensitivity, honesty, and physically fit.

  Availability

• Single or married (with no children under 18). If married, your spouse must also apply.

  Final selection.

• All potential candidates for field positions must successfully complete the Medair Relief & Recovery Orientation Course (ROC). Information, dates and related costs can be found via this link.

   

  Benefits Package provided to all Internationally Recruited Staff (IRS)

• Comprehensive briefing at our Swiss Headquarters, as well as an in-country briefing.

• Security training for those going to insecure environments.

• Accommodation, food, and transportation in-country.

• Return flights to and from the country programme (one return flight for every year of service).

• Rest and recuperation (R&R) leave (including travel, accommodation, and food).

• Annual leave.

• Comprehensive medical and emergency rescue insurance, with up to 60 days post-assignment coverage, including debriefing.

• Disability insurance.

Specific benefits for Experienced Relief Workers (IRS)

(Applicants with 12 months or more relevant relief or development experience)

• A salary based upon the grade of the position and experience of the position-holder, starting from USD 1,700 per month.

• Contribution matching programme for retirement savings.

• Additional contract benefit allowance for those who commit to longer contracts.

• Highly subsidised contribution to Medair ROC travel and accommodation costs.

   

  Specific benefits for New Relief Workers (IRS)

  (Applicants with less than 12 months relevant relief or development experience)

• USD 300 per month.

• As soon as 12 months relief work or its equivalent has been completed, a salary based upon the grade of the position, starting from USD 1,700 per month, and other experienced relief worker benefits.

   

  Working Conditions  

• This is a field-based position and working and living conditions may be very different to that previously experienced.

Application Process

Before you apply, please ensure you are fully aware of the:

1. Medair organisational values.

2. Medair Relief & Recovery Orientation Course (ROC) (which forms part of the recruitment selection process for field positions).

Then to apply, go to the "Current Vacancies" page then:

1. apply for this vacancy (or another position that matches your profile), or

2. apply for a Medair ROC (where we can try and match your competencies to our vacancy needs).

Please do not make multiple applications. We will not review email applications. Only English-language applications / CVs will be reviewed. Medair does not set closing / deadline dates for applications; recruitment is on-going until the position is filled.

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