Project Support Manager

Role Overview

The Project Support Manager (PSM) is responsible for the support functions within the Chad country program. This role oversees Human Resources, Finance and Logistics.

Project Overview

Medair has reestablished in Chad given the current refugee crisis due to the war in Sudan and is setting-up to provide multi-sectoral emergency response in the camps in the east of Chad. 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 helping to establish Medair operations in Chad and develop national staff as we provide life-saving programming to the dynamic and changing humanitarian needs.

Key Activity Areas

Base Management

• Ensure smooth running of N’Djamena base including line managing base support staff to ensure the effective running of the compound.
• Manage and track expenditure of base budget by ensuring spending is by time frames and adjusts spending if required. Coord. routine maintenance of base infrastructure and equipment, repairing items using most cost-effective solution.
• 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.
• Welcoming and briefing new Medair staff and visitors to the base, arranging transportation and ensuring they have all the information needed for their stay.

Logistics

• Manage the Logistics Snr 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, 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.

Finance

• Manage the Finance Senior 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 PMs and the Project Coordinator in the preparation and development of budgets for support and shared costs.

Human Resources

• Oversee Human Resource management function at project site, supervising the Project Support 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 HQ 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.

Communication

• Coordinate with 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 N’Djamena 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 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 and reviewed at the end of probation and then every six months.
• 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 the PC and relevant PMs, review, develop and implement (as applicable) 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.
• Strong working knowledge of French and English (written and spoken)
• Knowledge and understanding of humanitarian standards such as Sphere and CHS.
• Team-player with good inter-personal skills and willingness to support others and to share workload.
• Experience in training / mentoring / coaching staff.
• Capacity to work under pressure and manage personal stress level and a creative, open-minded, flexible, self-learner.
• Advanced planning, assessment and analytical skills with strong negotiation skills and problem solving ability.
• Areas of expertise in Finance / Accountancy, People Management / Human Resources, Logistics and Warehousing, Security.