Project Support Manager

Location

Starting Date & Initial Contract Details

As soon as possible. Full time, 12-24 months.

Role Overview

The Project Support Manager works as an important member of a diverse team who are committed to serve the world’s most vulnerable with practical and compassionate care. 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.

Project Overview

Medair Afghanistan is a complex and dynamic country programme due to instability related to politics and security. Medair has been operating in Afghanistan since 1996 and is currently implementing multi-sectoral projects in nutrition, WASH and food security in vulnerable communities in the Central Highlands and Southern Afghanistan.  There are plans to expand the current programme into new areas.

Our Culture

Key Activity Areas

Project Support Management

• Ensure smooth running of Medair support activities & ensuring relevant policies and procedures are put in place and followed
• Supervise financial activities to ensure cash management needs, reporting deadlines, internal & external audits are met
• Ensure all internal financial controls are in place and that Medair and donor guidelines are followed
• Oversee human resource activities, support line managers in: recruitment, induction, training, appraisals, disciplinary actions…
• Ensure all national & international legal employment requirements are adhered to: contracts, statutory deductions, records…
• Provide logistical support to programme staff & field bases: managing supply chain & overseeing import/supply or medical/program procurements, vehicles, assets, IT, communication equipment and training of logistics staff
• Ensure logistics accurate & efficient procedures are maintained, particularly in procurement, storage and transportation
• Monitor regular computer back-ups, virus updates, routine maintenance are done & provide IT trouble-shooting accordingly
• With field managers prepare & develop budgets for support & shared costs, meeting Medair & donor requirements
• Manage & track expenditure of assigned budgets, ensure spending is in line w/donor requirements, time frames & notify relevant field managers of any necessary adjustments
• Cover in absence of Project Coordinator

Security Management

• In PC absence, attend all relevant external coordination, security meetings and feedback information
• Ensure security procedures are in place, guidelines are kept up-to-date and staff receive relevant security information
• Provide support in managing security incidents

Administration

• Draw up, manage & periodically review contracts between Medair & external suppliers, ensuring they remain valid, relevant and that terms & conditions are followed
• Submit accurate & timely internal reports, contribute on request to external reports.
• Ensure clear & transparent paper trails in place, records kept orderly & timely and filling meets Medair & donor requirements

Staff Management

• Manage & oversee assigned programme support staff including recruitment, day-to-day management, development, training, appraisal, performance monitoring, disciplinary action…
• Hold regular team meetings w/assigned programme support staff, review team & individual objectives, ensure 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 project and support teams

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
• With relevant managers: review, develop, implement systems to improve transparency, detect & prevent loss or fraud
• Carry-out regular inspections, spot-checks, on systems & on-going work, ensure best use of Medair assets & resources

Delegated Responsibilities

• Management, supervision of finance, human resource & logistics activities for assigned base, legal compliance
• Compilation of annual support budget(s) and subsequent management of expenditure
• Authorisation of expenditure on applicable budget lines up to $5,000 USD
• Development and implementation of robust systems designed to ensure the physical security of the base and to prevent the theft of Medair assets and equipment and the fraudulent use of Medair resources
• Filing and archiving of documentation for transfer to GSO and / or for required record keeping in-country
• Implementation and improvement of support systems and policies
• Represent Medair at meetings & relationships w/external partners: government officials, other NGOs, suppliers…

Team Spiritual Life

• Reflect the values of Medair in everyday life: with team members, local staff, beneficiaries, external contacts…
• Fully contribute to rich spiritual life of Medair: devotions, prayers, words of encouragement…

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 (business admin, HR, accounting…)
• Post-qualification management experience in a relevant profession
• Good English (spoken and written)
• Good working knowledge of Microsoft Excel, Word and Outlook

What is the ROC and why is it required?

Experience

• Experience working in a cross-cultural setting, preferable in a support role
• Supervisory management experience, preferably in NGO sector
• Team-player but also able to work independently
• Good inter-personal and conflict resolution skills, diplomatic
• 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, coaching and training skills
• Attentive & hospitable to colleagues, visitors at the team house
• Able to cope with basic living conditions in the field and during field trips
• Problem solving ability Excellent communicator, able to oversee multiple tasks, prioritising and delegating as required
• Good numerical and report writing skills
• Strong leadership skills, consultative management style, accountable decision maker
• Able to build trust and enforce procedures, strong organisational and time management skills