Project Support Manager

Location

Starting Date & Initial Contract Details

December 2023. Full time, 6 months.

Role Overview

Leading a diverse team who are committed to serve the world’s most vulnerable with practical and compassionate care, the PSM oversees all support activities in-country. Representing Medair in issues relating to the support functions, the PSM plays a key role in compliance and adherence of SOPs/code of ethics/guidelines. Actively contributes to the country strategy and support to the country director, possibly deputising when necessary.

Project Overview

Medair’s emergency response team was deployed to Turkiye in February 2023 with the objectives of responding to the largest earthquake in recent history. The Government were quick to declare a state of emergency, offering fast tracked opportunities for non-registered foreign organisations to apply for country registration and to re-establish relationship with government authorities, donor agencies, UN partners, and INGOs. Medair has an MHPSS and Shelter project with complimentary MPCA. 

Our Culture

Key Activity Areas

Project Support Management

• Ensure the smooth running of the project base, including line managing staff, to ensure the effective running of the compound and facilities.
• Supervise all financial activities to ensure all cash management needs, reporting deadlines, salary payments are timely and internal and external audit requirements are met
• Ensure all internal financial controls and documentation are in place and that Medair and donor guidelines are followed
• Supervise the HR function in areas such as recruitment, induction, training, appraisals, and disciplinary action
• Ensure all national and international legal requirements relating to recruitment and employment are adhered to, including contracts, statutory deductions, record keeping and archiving
• Ensure accurate and efficient procedures are maintained in logistics, particularly in the areas of procurement, storage / warehousing / inventories and transportation
• Work with Project Managers and Project Coordinator in development of budgets for support and shared costs
• Manage and track expenditure of the project site General budget by ensuring spending is in accordance with time frames and adjust spending if required

Project and Base Setup (if needed)

• Facilitate mapping of infrastructure and resources and support the logistics functions of the assessment teams in the targeted counties
• Develop and maintain relationships with relevant stakeholders (e.g. beneficiaries, community leaders, local and national government officials, donors, UN agencies and other NGOs) in the new location
• Identify a location and establish a static base with office and residence facilities if needed
• Facilitate setup of base, residence, communications, fleet, and security services in new base location if needed

Financial Management

• Support the planning and construction of project budgets, in collaboration with relevant senior field managers and GSO staff
• Support the management of spending within the programme in-line with the approved budgets. Analyse projected cash flow, decide on the timing of major procurements, oversee audits and anticipate where over or under spending may occur and ensure necessary action is taken
• Ensure sufficient and appropriate controls are in place to prevent fraud and that relevant staff receive the required information and training to minimise the risk of occurrence within the country programme

Staff Management

• Support the development of Security Risk Assessments and Security Plans for interventions in new project areas 
• Monitor security situation for teams traveling to field locations, gathering information from various sources and feeding back important information to the Project Coordinator and Medair management
• Oversee and monitor staff adherence to security protocols, including security incident reports

Security Management

• Oversee the updating and implementation of country location security plans, guidelines and manuals
• Ensure appropriate security procedures and awareness are maintained throughout the country programme
• Take the lead on decision-making and contingency planning during security incidents or threats

Quality Management

• Promote and use the Medair e-library and other operating procedures, ensuring that all standardised formats are used and guidelines are followed
• Ensure country programmes are implemented in line with donor proposals and requirements and in accordance with Medair, donor, country and international standards e.g. Sphere and CHS standards, WHO recommendations, etc.
• Ensure frequent and appropriate monitoring and evaluation of programme activities and outputs, implementing corrective actions as required

Delegated Responsabilities

• Management of the applicable budget lines in the Turkey General budget for the assigned project(s)
• Authorisation of expenditure on applicable budget lines up to USD 5,000
• Line management of assigned staff, including recruitment, performance monitoring, disciplinary action, etc.
• Responsibility for security of assigned project staff and Medair assets
• Representation of Medair through relationships with external partners (e.g. community leaders, local and national government officials, UN agencies and other NGOs)

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.

Qualifications

• Degree in relevant subject such as Logistics / Management / Business Administration or equivalent professional/technical qualification 
• Strong working knowledge of English (spoken and written).

What is the ROC and why is it required?

Experience

• 2 years post-qualification experience in a management position, preferably in a relief environment
• Self-motivated, energetic, hard-working, servant-hearted
• Team-player with good inter-personal skills
• Capacity to work under pressure and manage personal stress levels
• Advanced planning, assessment and analytical skills
• Committed to consultative and servant leadership
• Finance / Accountancy
• People Management / Human Resources