Project Support Manager At Medair

Role & Responsibilities

The Project Support Manager is key to the efficient and effective running of the country programme. This varied and challenging role involves 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 the Project Support Manager also represents Medair at relevant meetings with contractors, local authorities, NGOs and other stakeholders.

Project Overview

Madagascar is counted as the country with the second or third highest chronic malnutrition rate worldwide and Southern Madagascar is experiencing the worst drought and food security crisis recorded since 1981. Also, Madagascar is one of the most prone countries to Cyclones, hence, working on disaster preparedness is critical. Medair as been present in Madagascar since 2002 and currently runs WASH, Nutrition, DRR and ERT projects in different parts of the country.

Workplace & Working conditions

Field based position in Ambovombe, Madagascar, with frequent visits of field sub-bases.

Starting Date / Initial Contract Details

June 2024. Full time, 12 months.

Key Activity Areas

Project Support Management

• Ensure the smooth running of Medair base(s) and programme support activities, including: potential base set-up ; staff supervision; security; maintenance and liaison with landlords, contractors and suppliers; and ensuring relevant policies and procedures are put in place and followed
• 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 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 troubleshooting if required
• Work with field managers and HQ 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(s), ensuring spending is in accordance with donor requirements and time frames and notifying the relevant field managers of any necessary adjustments

Security Management

• Attend all relevant external coordination and security meetings and feedback information, as applicable, to the appropriate managers and staff
• 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

• 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, 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 colleague and partners to ensure they are kept informed of support related activities and requirements
• Develop and maintain positive relationships with partners, suppliers, local authorities, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships

Quality Management

• Promote and use Box, 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 (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 relevant subject or equivalent professional / technical qualification.
• Strong working knowledge of French and English (spoken and written).

Experience

• Post-qualification management experience in a relevant profession.
• Experience with base set-up is an asset.
• Experience working in a cross-cultural setting, preferable in a support role.
• Supervisory management experience, preferably in the NGO sector.
• Problem solving ability. Excellent communicator. Good numerical and report writing skills.
• Commitment to best practice. Good understanding of humanitarian work.
• 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.
• Capacity to work under pressure and manage personal stress levels.
• Creative, open-minded, flexible, self-learner. Good understanding of cross-cultural issues. Diplomatic.
• Able to cope with basic living conditions in the field and during field trips.