Project Support Officer, DRC Full Time

Role & Responsibilities

Play a key role in ensuring the efficient and effective running of the country programme. This varied and challenging role involves coordinating and managing the main support functions including general administration, base management, finance, human resources, logistics and security. With line management responsibility for staff involved in support roles you may also be called upon to represent Medair at relevant meetings with contractors, local authorities, NGOs and other stakeholders.

Project Overview

Emergency health project targeting displaced, war affected and vulnerable populations in NE Congo as well as WASH, infrastructure in North Kivu Province. Developmental type 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 Goma, Democratic Republic of Congo. Take a look at Medair’s work in D.R. Congo.

Starting Date / Initial Contract Details

As soon as possible. Full time, 12 months.

Key Activity Areas

Project Support Management

• Ensure the smooth running of the assigned base including staff supervision, security, maintenance and liaison with landlords, contractors and suppliers, in close coordination with country-level relevant staff.
• Ensure reporting deadlines and internal and external audit requirements are met.
• Manage base budget, ensure expenditure is within set guidelines and time frames.
• 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.
• Support line managers in recruitment, induction, training, appraisals, disciplinary action, etc.
• Oversee preparation of weekly and monthly financial reports, review and approve reconciliations.
• Ensure relevant tax information is punctually collated, prepared and submitted.
• Ensure all national and international legal requirements relating to employment are adhered to, including contracts, statutory deductions, record keeping, etc.
• Provide, if required, logistical support to programme staff and field bases, vehicles, assets, IT and communication equipment and the training of logistics staff.
• Ensure procedures are maintained in logistics, particularly in procurement, storage and transportation.
• Monitor that regular computer back-ups, virus updates and routine maintenance are carried out.
• Work with field managers and GSO staff in the preparation of budgets for support and shared costs.

Security Management

• In the absence of the project coordinator, attend all relevant external coordination and security meetings and feedback information, as applicable, to the appropriate managers and staff.
• Ensure security procedures are in place, guidelines are kept up-to-date and staff 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.

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 adhered to.
• Submit internal reports 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 requirements.

Staff Management

• Manage and oversee the assigned programme support staff including day-to-day management, development and training, performance management, disciplinary procedures, welfare etc.
• Oversee aspects of employee relations (employee representation).
• Ensure HR assistants maintain accurate and up to date staff records.

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

• Ensure all standardised formats are used and guidelines are followed.
• Review, develop and implement systems to improve transparency and to prevent loss or fraud. Carry-out regular inspections and spot-checks, 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, 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

• Post-qualification management experience. Experience in a cross-cultural setting.
• Problem solving ability; good numerical and report writing skills.
• Able to oversee multiple tasks, prioritising and delegating as required.
• Able to build trust and enforce procedures. Consultative management style.
• Able to develop and maintain effective relationships with internal and external stakeholders.
• Team-player with good communication and inter-personal skills.

Please, refer to KALETA.co as your source while applying for this job

Tagged as: DRC, Goma, Medair, RDC