Project Support Officer

Job Description

The Project Support Officer plays an important role in overseeing the running and the closure of the Medair base in Kibua. On a day-to-day basis the Project Support Officer is involved in a wide variety of activities involving coordination, logistics, hospitality, security, finance and staff supervision. This provides valuable support to the programme staff, enabling them to focus on their core activities.

Project Overview

Emergency health & WASH projects targeting displaced, war affected and vulnerable populations in NE Congo (Walikale & Masisi territories). Developmental typed projects aimed at long term and sustainable behaviour change in general population and state health employees to improve public health outcomes.

Workplace

Field based position in Kibua, D.R. Congo. Take a look at Medair’s work in D.R. Congo.

Starting Date / Initial Contract Details

August 2017. Full time, 5 months.

Key Activity Areas

Base Management

• Ensure good closure of the project and the base following Medair procedures including collecting, filing and archiving of finance / logistics / human resources documents as required.
• Managing the daily functionality of the base, ensuring utilities, food and other supplies are available, that security routines are monitored and maintained and that all other requirements are in place.
• Liaising with external contacts, such as landlords, utility companies and contractors, service providers, etc, ensuring services are delivered on time, on budget and to an acceptable standard.
• Preparing base budget, monitoring expenditure and ensuring the correct financial procedures and that all payments are in line with base budgets.
• Ensure guidelines are follows and financial controls are in place.
• Welcoming and briefing new Medair staff and visitors. Planning daily staff movements.
• Provide logistical support to programme staff and field bases and the training of logistics staff.
• Ensure that logistics procedures are followed in the areas of procurement, storage and transportation.
• Coordinate with relevant authorities and NGOs, on matters relevant to Medair operations in the area.

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.
• 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 system is in line with Medair and donor requirements.

Communication

• Develop and maintain a transparent, honest and supportive communication structure with line manager and other colleagues and to ensure they are kept informed of base-related activities.
• Develop and maintain positive relationships with suppliers, local authorities, other NGOs.

Staff Management

• Manage and oversee the programme base staff including recruitment, day-to-day management, development and training, appraisal, etc.
• On occasions work with casual labour to achieve specific, time-bound tasks.
• Inform and train all support and project staff to ensure that Medair HR policy is followed by everyone.

Quality Management

• Promote and use the Medair e-library and other operating procedures, ensuring that all standardised formats are used and guidelines are followed.
• In conjunction with relevant managers’ review, develop and implement (as applicable) 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.

Security Management

• Adhere to existing security procedures and support in managing security incidents.

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.
• Strong working knowledge of English and French (spoken and written).

Experience / Competencies

• Relevant professional experience in an administrative position.
• Problem solving ability; strong administrative skills; good numerical and report writing skills.
• Attention to detail; able to oversee multiple tasks, prioritising and delegating as required.
• Enthusiastic with a “can-do” attitude; able to build trust and enforce procedures.
• Able to develop and maintain effective relationships with internal and external stakeholders.
• Team-player with good communication and inter-personal skills.
• Capacity to work under pressure and manage personal stress levels.

Working Conditions

• This role requires an ability to cope with isolation as there will be no other IRS in Kibua.
• Security is reasonable in Kibua but occasional insecurity may cause periods of restricted movement.

Application Process

Before you apply, please ensure you are fully aware of the:

• Medair organisational values.
• Profiles sought for Internationally Recruited Staff (IRS).
• Medair Relief & Recovery Orientation Course (ROC) (which forms part of the recruitment selection process for field positions).
• Benefits Package provided for Internationally Recruited Staff (IRS).

Then to apply, go to the ”Current Vacancies” page then:

1. apply for this vacancy (or another position that matches your profile), or
2. apply for a Medair ROC (where we can try and match your competencies to our vacancy needs).

Please do not make multiple applications. We will not review email applications. Only English-language applications / CVs will be reviewed. Medair does not set closing / deadline dates for applications; recruitment is on-going until the position is filled.

About the Organization

Medair

Medair is a humanitarian organisation inspired by Christian faith to relieve human suffering in some of the world’s most remote and devastated places. We bring relief and recovery to people in crisis, regardless of race, creed or nationality. As signatories of the Red Cross Code of Conduct, we believe that aid should be given to everyone who is in need, regardless of political, social or religious viewpoint. We save lives in emergencies and then stay to help people recover from crisis with dignity—working side by side with communities to leave a lasting impact. We provide a range of emergency relief and recovery services: health care and nutrition; safe water, sanitation, and hygiene; shelter and infrastructure.