Programme Support Manager At Medair

Role & Responsibilities

The Programme Support Manager (PRSM) is key to the efficient and effective running of the country programme. This roving, varied and challenging role involves covering support (administrative, base, finance, human, logistics) and programmes gaps (in as much as they do not have further technical requirements) where needed.

Project Overview

Multi-sector relief and rehabilitation programme including: provision of primary and emergency health care, nutrition services, water and sanitation, and non-food items and emergency shelter to assist in reducing morbidity and mortality in vulnerable populations of DR Congo.

Workplace & Working Conditions

Field based in DR Congo, this is a roving role, covering gaps and providing additional support where needed. Interventions may be in remote and difficult to access areas for which the environment is physically challenging (accessible on foot). The security context is complex and also requires constant monitoring.

Starting Date / Initial Contract Details

As soon as possible. Full time, 24 months.

Key Activity Areas

Covering programme gaps such as general project coordination and management tasks

• Provide strategic direction, leadership and technical support to the team.
• Develop, lead, monitor and evaluate the assigned project(s), including effectively managing and reporting on the projects in line with the objectives, time frame and budget with a focus on system strengthening, and training.
• Manage and train staff to meet quality standards in programme delivery. Encourage beneficiary participation.
• Liaise with other stakeholders. Anticipate, and contribute to the development of new project proposals and reports.

Security Management

• 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.
• Assist the Country Director in managing security incidents, as required. Attend relevant external coordination and security meetings and feedback information, as applicable, to the appropriate managers and staff.

Programme funding – proposal writing support extra capacity

• Provide the Programme Funding Manager (PFM) with support in researching new funding sources, preparing specific bids, proposals and reports for submission to institutional donors as well as donor relationship management and maintenance of appropriate information systems. Providing strategic support, monitoring, review and evaluation of Medair programmes, supporting grant coordination.

Roving Project Support Management

• Facilitate cross cutting communications with the programme teams supporting programme strategy through the support functions. Supervise financial activities to ensure all cash management needs, reporting deadlines and internal and external audit requirements are met.
• Ensure internal financial controls are in place and that Medair and donor guidelines are followed.
• Oversee 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.
• Prepare and implement policies, procedures and guidelines, as appropriate and with the relevant field managers and GSO staff, so as to enhance the smooth running of the programmes through standardised procedures and improved support. This may include finance and governance procedures, staff management, fleet management and IT security and infrastructure.
• Represent Medair at relevant national and local meetings with government officials, contractors, other NGOs, etc., reporting back as applicable to staff, field managers and GSO.

Staff Management

• Reflect the vision and live the values of Medair at all times and especially when interacting with team members and provide them with leadership, advice and support.
• Develop staff to improve their knowledge competence and performance.
• When covering for Project Coordinator, Project Support Manager or Project Manager, manage and oversee the staff including recruitment, day-to-day management, development and training, appraisal, etc.
• Hold regular team meetings with the assigned 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, internet, portfolio and other operating procedures, ensuring that all standardised formats are used 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, 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 a relevant subject such as Management/Development Studies/Business Administration or in a relevant technical subject.
• Strong working knowledge of English and French (spoken and written).

Experience

• 5 years of post-qualification management experience in a relevant profession
• Experience working in a cross-cultural setting, preferable in a support role.
• Dynamic and mature personality, able to oversee multiple tasks, prioritising and delegating as required.
• Capacity to work under pressure and manage personal stress levels.
• Creative, open-minded, flexible, self-learner. Good understanding of cross-cultural issues.
• Team-player but also able to work independently. Good inter-personal and conflict resolution skills.
• Able to develop and maintain effective relationships with internal and external stakeholders.
• Able to cope with basic living conditions in the field and during field trips.

All new deploying international staff to Medair’s country programmes (and other roles which require field travel) should be fully vaccinated with a WHO-approved COVID vaccine, supported with a COVID vaccination certificate as evidence.