Role & Responsibilities

Ensure the efficient and effective running of the programme. This varied and challenging role involves coordinating and managing the main support functions including general administration, base management, finance, human resources, and logistics. 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, Nutrition, WASH and Infrastructure projects targeting displaced, conflict affected and vulnerable populations in the Democratic Republic of Congo.

Workplace & Conditions

Field based position in Beni, Democratic Republic of Congo.

Starting Date / Initial Contract Details

As soon as possible. Full time, 3 months with possible extension and / or change of work location.

Key Activity Areas

Project Support Management

Manage the weekly petty cash to perform the weekly logistics payment.

Ensure that proper documentation is collected and handed to Finance, regarding weekly purchases.

Ensure all internal financial controls are in place and that Medair and donor guidelines are followed.

Support line managers in recruitment, induction, training, appraisals, disciplinary action, etc.

Help the medical logistician for the monthly payments performed by GSO, regarding the purchase of supplies (medicines, nutrition supplies, WASH…) for the different projects.

Be a focal point in organizing different cargo flights from Goma to field bases.

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 and field bases (vehicles, assets, IT and communication equipment) and organize training of logistics staff.

Ensure procedures are maintained in logistics, particularly in procurement.

Ensure regular computer back-ups, virus updates and routine maintenance are carried out.

Help the Logs Manager in tracking expenditures of base budgets, ensuring spending is in accordance with requirements.

Security Management

When needed, 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

If needed, help in reviewing contracts between Medair and external suppliers, ensuring they remain valid and relevant and that the terms and conditions are followed.

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

Help liaising with Beni support staff to coordinate recruitment, day-to-day management and development of project teams.

Participate in regular team meetings with the Beni support and project staff, reviewing team and individual objectives and ensuring team members are kept informed of issues relevant to their work.

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 that 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.

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.

Medair experience preferred.

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.

Capacity to work under pressure and manage personal stress levels.