Project Support Manager

Role & Responsibilities

The Project Support Manager works as an integral member of a diverse team who are committed to serve the world’s most vulnerable with practical and compassionate care; the Project Support Manager will support many activities related to the project, base and support. On a day-to-day basis the Project Support Manager (PSM) carries out a variety of functions related to the project and support needs which are carried out in line with Medair policies and procedures and according to any applicable donor, GSO or field guidelines. The Project Support Manager is key to the efficient and effective running of the Leer Project. This role is responsible for the organization and management of HR/Administrative, logistics and financial processes required ensuring the Leer project functions effectively and with integrity.

Project Overview

Multi-sector relief programme including: provision of Nutrition, Water Sanitation and Hygiene (WASH), Mental Health & Psychosocial through the Care Group Model and Health through Integrated Community Case Management (iCCM) across Leer Counties in South Sudan. The goal is to contribute to reducing morbidity and mortality in vulnerable communities in South Sudan.

Workplace & Conditions

Field based position in Leer, South Sudan

Starting Date / Initial Contract Details

August 2022. Full time, 12 to 24 months.

Key Activity Areas

Project Support Management

• Ensure the smooth running of the Leer base including line managing Leer base staff to ensure the effective running of the compound and facilities.
• Manage the Human Resource and Finance Officer (HRFO) and supervise all financial activities to ensure all cash management needs, reporting deadlines, salary payments, etc. are timely.
• Ensure all internal financial controls are in place and that Medair and donor guidelines are followed.
• Support Human Resources processes with the coordination of HR team members in the Juba office.
• Support line managers with recruitments, inductions, training, appraisals and disciplinary action.
• Promote the growth and professional development of line managed staff.
• Support the HR and Finance Officer to ensure all national and international legal requirements relating to employment are adhered to, including contracts issuing to local staff, record keeping, etc.
• Ensure accurate and efficient procedures are maintained in logistics, particularly in the areas of procurement, warehousing/inventories, fleet management and transportation.
• Coordinate and book charter flights for transport of personnel and cargo between Juba and Leer
• Plan and coordinate, together with Project Managers, weekly movements of vehicles to facilitate transport of cargo to project sites.
• Oversee / manage the effective running of the fleet and make sure maintenance, mileage and fuel logs are kept up to date.
• Work with the Project Managers and the Project Coordinator in the preparation and development of budgets for support
• Manage and track expenditure of the Leer base budget by ensuring spending is in accordance with timeframes and adjust spending if required.
• Oversee and guide construction and maintenance projects for base and project facilities development.
• Equipment management: keep track of equipment by maintaining the Equipment Inventory List and individual Equipment Allocation forms and to facilitate maintenances upon Project Manager requests.
• Serve as IT focal point to troubleshoot any IT issues with support from Juba ICT team.

Security Management

• Adhere to existing security procedures.
• Provide support in managing security incidents as required, including the writing of incident reports.
• Cover for PC as security and overall team lead where required.

Administration

• Draw up, manage and periodically review contracts between Medair and external suppliers and contractors, ensuring they remain valid and relevant and that the terms and conditions are followed.
• Submit accurate and timely internal reports as required by the Juba office. Contribute on request to external reports.
• Ensure a clear and transparent paper trail is in place for all Leer related transactions.
• Keep records in an orderly and timely fashion while ensuring that the filing (archive) system is in line with Medair and donor requirements.
• Maintain responsibility for the approval and prompt payment of all base related bills / invoices.

Quality Management

• Promote and use the Medair e-library and other operating procedures, ensuring that all standardised formats and templates are used and guidelines are followed.
• In conjunction with the PC and relevant Project Managers review, develop and implement 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.
• Develop procedures and systems for improving the management and stewardship of resources across the projects and support sectors.

Staff Management

• Manage and oversee the assigned staff including recruitment, day-to-day management, development and training, appraisal, etc.
• Hold regular team meetings with line managed staff; reviewing team and individual objectives and ensuring team members are kept informed of issues relevant to their work.

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.
• Work certificates in business administration, HR, accounting, logistics and Supply Chain Management.
• Excellent working knowledge of English (speaking and writing).

Experience

• 2 years post-qualification management experience in a relevant profession.
• Experience working in cross-cultural settings, preferably within the finance, logistics, programme support or assistance sectors.

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.