Project Support Manager At Medair

Role & Responsibilities

The 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 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 Project Support Manager also represents Medair at relevant meetings with contractors, local authorities, NGOs and other stakeholders.

Workplace & Working conditions

Field position based in Damazine, Blue Nile state, Sudan.

Starting Date / Initial Contract Details

As soon as possible. Full-time, 12 months.

Key Activity Areas

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 relevant external coordination and security meetings and feedback information, as applicable, 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, 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 GSO 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 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.
• Excellent working knowledge of the English language (speaking and writing).

Experience

• Post-qualification management experience in a relevant profession.
• Experience working in a cross-cultural setting, preferable in a support role.
• Problem solving ability. Excellent communicator.
• Good numerical and report writing skills. Commitment to best practice.

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.