Project Support Manager

Role & Responsibilities

Medair is responding to the current refugee crisis due to war in Sudan through life saving activities focused in refugee camps in eastern Chad. Programming will provide support to refugees and vulnerable people through the sectors of nutrition and WASH within camps and host communities. We are also considering new emergency responses that will likely initially focus on CVA/NFI and WASH in hard to reach areas with local partners. The programme requires agile staff and projects that can quickly respond to the establishment of new camps and displaced populations and support with existing needs given the flow of refugees in Chad and high needs in Sudan. The role of PSM will provide leadership across the sectors of Logistics, HR and Finance with a team of staff reporting into this position.

The PSM will be instrumental in supporting Medair’s newly established operations in Chad and any future emergency responses, and will be key in developing national staff and local partners as we provide life-saving programming to the dynamic and changing humanitarian needs.

Project Overview

Working as a 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 responsible for the support functions at the Adre based supporting our work in Chad and Sudan. This role oversees Human Resources, Finance and Logistics.

Workplace & Working conditions

Field based position in Adre, Chad.

Starting Date / Initial Contract Details

June 2024. Full time, 6-12 months.

Key Activity Areas

Logistics

• Manage the Logistics Officer to ensure accurate and efficient procedures are maintained in logistics, particularly in the areas of procurement, warehousing, equipment and fleet.
• Ensure that logistics staff follow the Medair procurement procedure and where applicable, donor regulations on procurement, maintaining records and information management.
• Ensure transport procedures are being followed in the daily management of fleet use and working with drivers. Support with planning weekly staff movements considering staff and fleet availability and programme requirements, ensuring the most efficient use of Medair resources.
• Support field sites where stock is stored to ensure Medair warehouse procedures are being followed.
• Liaising with external contacts to ensure services are delivered on time, on budget and to an acceptable standard.
• Supporting with gathering information to facilitate movement of logistics in Chad and Sudan.

Finance

• Manage the Finance / HR Officer and 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 are in place and that Medair and donor guidelines are followed.
• Work with Project Managers and Project Coordinators in preparation and dev of budgets for support and shared costs.

Human Resources

• Oversee the Human Resource management function at the project site, supervising the HR / Finance Officer and supporting line managers as required in areas such as recruitment, induction, training, appraisals, disciplinary action, etc.
• Ensure line managers are supported on disciplinary action and grievance procedures, ensuring that the correct procedures are followed and records are kept in accordance with Medair guidelines and local labour laws.
• Represent Medair to all local ministries and commissions, in relation to labour issues.
• Provide line managers with any necessary training, advice, mentoring and coaching on performance management procedures for their team.

Administration & Compliance

• 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, with a focus on equipment/assets and supplies, in particular.
• Ensure a clear and transparent paper trail is in place for all transactions, that records are kept in an orderly fashion and are routinely and punctually shared in the filing (archive) system, in line with Medair and donor requirements.
• Implement anti-corruption and fraud measures, in line with Medair policies and the applicable donor procedures.

Coordination & Communication

• Coordinate with relevant authorities and other NGOs, as applicable, on matters relevant to Medair operations in the area.
• Develop and maintain positive relationships with suppliers, local authorities, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships.
• Develop and maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of base-related activities and requirements.

Management

• Manage base in Adre including budget, repair of relevant items and line management of cleaner and cooks and other base staff.
• In collaboration with senior management and team, help recruitment forecasting to support programme activities adequately.
• Develop a recruitment strategy that allows for growth in the support departments.
• Ensure capacity building by adequate orientation to Medair systems and procedures, ongoing on-the-job training and peer training.
• On occasions contract and work with casual labour or contractors to achieve specific, time-bound tasks.
• Set performance objectives for direct report and ensuring that all other programme support staff have performance objectives set / reviewed at the end of probation and at planned intervals.
• 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.

Quality Management

• Promote and use Medair e-library and other operating procedures with support staff, ensuring that all standardised formats are used and guidelines are followed.
• In conjunction with PCs and relevant PMs, review, develop and implement systems to improve transparency and to detect and ultimately prevent loss or fraud. Carry out regular inspections and spotchecks, both on systems and ongoing 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, prayer, 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 French and English (written and spoken)

Experience

• 2 years post-qualification professional experience in a humanitarian context
• Knowledge and understanding of humanitarian standards such as Sphere and CHS
• Team-player with good inter-personal skills and willingness to support others/share workload
• Experience in training / mentoring / coaching staff and with local partners
• Able to prioritise clearly, oversee multiple tasks and to take initiative
• Able to enforce procedures, set clear objectives for staff and to delegate
• Committed to consultative and servant-minded leadership
• Able to work under pressure and manage personal stress levels. Creative, open-minded, flexible, self-learner
• Advanced planning, assessment and analytical skills. Strong negotiation and problem-solving skills
• Areas of knowledge in Finance / Accountancy, People Management / Human Resources, Logistics and Warehousing, Security
• Management experience in cross-cultural settings

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.