Role & Responsibilities
The Roving Project Support Manager is key to the efficient and effective running of the country programme. This varied and challenging role involves possible ERT responses, coordinating and managing the base support functions including general administration, base management, finance, human resources, logistics and legal affairs. With line management responsibility for staff involved in support roles, the Project Support Manager also represents Medair at relevant meetings with contractors, local authorities, NGOs and other stakeholders.
Project Overview
The purpose of Medair’s multi-sector relief programme in Ukraine is to save lives and alleviate human suffering by working in emergency response locations, with vulnerable populations and providing essential life-saving Health, WASH, Shelter/Infrastructure, NFI/CVA, Protection and Mental Health and Psychosocial Services.
Workplace & Working conditions
Roving position all across Medair bases in Ukraine (West, North, East and potentially South).
Starting Date / Initial Contract Details
ASAP. Full-time, 6 – 12 months.
Key Activity Areas
Project Support Management
- Ensure the smooth running of the support departments including staff supervision, security, maintenance and liaison with landlords, contractors and suppliers.
- Supervise financial activities to ensure all cash management needs, reporting deadlines and internal and external audit requirements are met.
- Ensure internal financial controls are in place and that Medair and donor guidelines are followed.
- Oversee human resource activities, supporting line managers as required in areas such as recruitment, induction, training, appraisals, disciplinary action, ethic trainings, etc.
- Ensure national and international legal requirements relating to employment are adhered to, including contracts, statutory deductions, record keeping, etc.
- Provide logistical support to programme staff and field bases, 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.
- Work with the Project Coordinators in the preparation and development of budgets for support and shared costs, ensuring they meet all relevant Medair and donor requirements.
- Manage and track expenditure of assigned budget(s), ensuring spending is in accordance with donor requirements and time frames and notifying the relevant field managers of any necessary adjustments.
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.
- Submit accurate and timely internal reports as required by field management and GSO and contribute on request to external reports.
- 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 (archive) system is in line with Medair and donor requirements.
Legal Support and compliance
- Support the Senior Management in legal matters
- Ensure all activities are in compliance with established Medair standards and procedures
- Ensures that the processing of personal data of Medair beneficiaries in Ukraine is in line with GDPR requirements
Staff Management
- Manage and oversee the assigned support staff including recruitment, day-to-day management, development and training, appraisal, etc.
Communication
- Develop and maintain a transparent, honest and supportive communication structure with colleagues 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.
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.
Team Spiritual Life
- Reflect the values of Medair in everyday life: with team members, local staff, beneficiaries, external contacts…
- Fully contribute to rich spiritual life of Medair: devotions, prayers, words of encouragement…
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.
- Excellent working knowledge of the English language (speaking and writing).
Experience
- Post-qualification management experience in a relevant profession.
- Experience working in a cross-cultural setting, preferable in a support role.
- Excellent communicator; numerical and report writing skills and commitment to best practices.
- Capacity to work under pressure and manage personal stress levels with.
- Creative, open-minded, flexible, self-learner with coaching and training skills.
- Good understanding of cross-cultural issues while being diplomatic.
- Able to cope with basic living conditions in the field and during field trips.
- Able to oversee multiple tasks while prioritising, delegating with problem solving skills.
- Strong leadership with consultative management style and accountable decision-making skills.
- Able to build trust and enforce procedures with strong organisational and time management skills.