Project Support Officer

• Ensure the smooth running of the assigned base including the support staff management (, security, maintenance and liaison with landlords, contractors and suppliers
• Manage and oversee the assigned project support staff : Finance, Logistics and HR, including day-to-day management, development and training, performance management, disciplinary procedures, welfare etc.
• Ensure and maintain accurate and up to date staff and transactions records, that records are kept in an orderly and timely fashion and that the filing (archiving) system is in line with Medair and donor requirements. Ensure financial documents are scanned numbered and sent to Tana on a monthly basis.
• Conduct regular spot checks of support function activities
• Ensure reporting deadlines and support in internal and external audits
• Manage base budget, ensure expenditure is within set guidelines and time frames. Authorisation of expenditure on applicable budget lines up to $1 000
• Ensure all base cash needs are met by compiling monthly CNF, in coordination with relevant departmental managers
• Ensure all internal financial controls are in place and that Medair and donor guidelines are adhered to.
• Oversee preparation of weekly and monthly financial reports, review and approve reconciliations done by financial assistants
• Insure that the local suppliers data are complete and accurate for the tax declaration purpose
• Support line managers to effect HR planning/activities as required (recruitment, induction, training, appraisals, disciplinary action, etc)
• Promote and use the Medair e-library and other operating procedures, ensuring that all standardised formats are used and guidelines are followed
• Ensure all national and international legal requirements relating to employment are adhered to, including contracts, statutory deductions, record keeping, etc.
• Provide logistical support to programme staff including managing the supply chain, vehicles, assets, IT and communication equipment and the training of logistics staff
• Ensure accurate and efficient procedures are maintained in logistics, particularly in the areas of procurement, storage and transportation
• Draw up, manage and periodically review contracts between Medair and external suppliers
• Monitor that regular computer back-ups, virus updates and routine maintenance are carried out and provide IT trouble-shooting if required in collaboration of the IT Officer of Tana
• In collaboration with the PC work with field managers and headquarter staff (Tana and GSO) in the preparation and development of budgets for support and shared costs, ensuring they meet all relevant Medair and donor requirements. Compile the annual support budget(s) for the base.
• In the absence of the PC, attend all relevant external coordination and security meetings

• 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
• Ensure security procedures are in place, guidelines are kept up-to-date and receive relevant security information. This includes reviewing security arrangements on a regular basis, maintaining communication, providing briefings and ensuring the availability of emergency equipment
• Provide support in managing security incidents as required, including the writing of incident reports and insure the upload on the system (Portfolio)

• Develop and maintain a transparent, honest and supportive communication structure with collagues 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

• 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

• University degree in relevant subject or equivalent professional / technical qualification.
• Strong working knowledge of English (spoken and written).
• Strong French (spoken and written).

Experience

• Post-qualification management experience in a relevant profession.
• Experience working in a cross-cultural setting, preferable in a support role.
• Computer literate with good working knowledge of Microsoft Excel, Word and Outlook.
• Strong Christian commitment. Desire to serve others.
• Team-player but also able to work independently.
• Good inter-personal and conflict resolution skills.
• 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. Diplomatic.
• Able to cope with basic living conditions in the field and during field trips.
• Problem solving ability. Excellent communicator. Good numerical and report writing skills.
• Commitment to best practice. Coaching and training skills.
• Able to oversee multiple tasks, prioritising and delegating as required.
• Strong leadership skills. Consultative management style. Accountable decision maker.
• Able to build trust and enforce procedures. Strong organisational and time management skills.

Please ensure you are fully aware of the: