Project Support Manager

Sinjar | Iraq

Role & Responsibilities

This varied and challenging role involves coordinating and managing the main support functions including general administration, base management, finance, human resources, logistics and security in an complex conflict environment. 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. Will assist with access negotiations and enabling projects to work under counter terrorism policies.

Project Overview

In response to the ongoing crisis in Iraq, Medair’s programme is delivering emergency assistance to Iraqi IDPs, returnees and host communities in Dohuk, Ninewa, Kirkuk and Salah-al-Din. Projects include Emergency Health Response, Shelter and NFI Assistance, Multi-Purpose Cash Assistance and WASH. The Iraq programme operates within the Medair Middle East programme, collaboration, coordination and shared learning of projects is expected within the region.

Medair

Medair is a humanitarian organisation inspired and motivated by Christian faith to relieve human suffering in some of the world’s most remote and devastated places. We bring relief and recovery to people in crisis, regardless of race, creed or nationality. As signatories of the Red Cross Code of Conduct, we believe that aid should be given to everyone who is in need, regardless of political, social or religious viewpoint. We save lives in emergencies and then stay to help people recover from crisis with dignity—working side by side with communities to leave a lasting impact. We provide a range of emergency relief and recovery services: health care and nutrition; safe water, sanitation, and hygiene; shelter and infrastructure. Internationally recruited field and headquarters staff lead the organisation, supported by nationally recruited staff to implement programmes locally.

Workplace

Field based position in Sinjar, Iraq. Take a look at Medair’s work in Iraq**.**

Starting Date

January 2017

Initial Contract Details

Full time, 24 months

Key Activity Areas

Project Support Management

  • Ensure the smooth running of the assigned bases including set-up, staff supervision, security, maintenance and liaison with landlords, contractors and suppliers.

  • Supervise all financial activities to ensure all cash management needs, reporting deadlines and internal and external audit requirements are met.

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

  • Oversee all human resource activities, supporting line managers as required in areas such as recruitment, induction, training, disciplinary action, according to Medair Iraq guidelines.

  • Ensure all national and international legal requirements relating to employment are adhered to, including contracts, statutory deductions, record keeping, etc.

  • Oversee the logistical support to programme staff and field bases, including 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.

  • Monitor that regular computer back-ups, virus updates and routine maintenance are carried out and provide IT trouble-shooting if required.

  • Work with field managers and HQ staff 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 budgets, ensuring spending is in accordance with donor requirements and time frames and notifying the relevant field managers of any necessary adjustments.

  • Coordinate with Duhok support teams for issues related to approvals and administrative tasks.

    Security Management

  • 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.

  • Support the Project Coordinator where necessary with access negotiations, including developing a detailed understanding of actor mapping in the region.

  • Ensure a thorough understanding of counter terrorism policies for donor grants to enable projects are compliant on the support side.

    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 HQ 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.

  • Oversight of the permission letters, residency procedures and any admin activities required with local government.

    Staff Management

  • Manage and oversee the assigned programme support staff including recruitment, day-to-day management, development and training, appraisal, etc.

  • Hold regular team meetings with the assigned programme support 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.

  • Ensure good communication between project teams and support teams.

    Quality Management

  • Promote and use the Medair e-library, BOX and portfolio 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.

    Emergency Response

  • When required and relevant, possible secondment to emergency response activities and teams, providing good knowledge of local activities and support structures.

    Field - Team Spiritual Life

  • Reflect the vision and values of Medair with team members, local staff, beneficiaries, and external contacts.

  • Fully contribute to the rich spiritual life of your team, including team devotions, prayers, and words of encouragement.

  • Live, work and pray together in our Christian faith-based team settings.

  • Instigate and contribute to prayer times within internationally recruited staff and HQ teams.

  • Encouraged to join and contribute to Medair’s international programmes and HQ prayer network.

    This job description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to organisational needs.

    Qualifications

  • University degree in relevant subject or equivalent professional / technical qualification.

    Languages

  • Strong working knowledge of English (spoken and written).

Experience / Competencies

  • Post-qualification management experience in a relevant profession.

  • Experience working in a cross-cultural setting, preferable in a support role.

  • Able to oversee multiple tasks, prioritising and delegating as required.

  • Able to develop and maintain effective relationships with internal and external stakeholders.

  • Strong organisational and time management skills.

  • Good numerical and report writing skills.

  • Good inter-personal and conflict resolution skills.

  • Capacity to work under pressure and manage personal stress levels.

  • Problem solving ability, excellent communicator.

  • Creative, open-minded, flexible, self-learner.

Profiles sought for Internationally Recruited Staff (IRS) roles in the field

Relief experience

  • Professionals with 12 months or more relevant relief or development experience (Experienced Relief Workers).

  • Professionals with less than 12 months relevant relief or development experience (New Relief Workers).

    Professional

  • Experienced professionals in a relevant Medair sector of expertise.

  • Overseas intercultural experience.

Values

  • Fully committed to the Medair values; to reflect the vision and values of Medair with team members, local staff, and external contacts.

    Personal qualities

  • Able to live and work in a multicultural team under difficult conditions.

  • Strong character traits, including emotional stability, adaptability, ability to handle stress, cultural and gender sensitivity, honesty, and physically fit.

    Availability

  • Single or married (with no children under 18). If married, your spouse must also apply.

    Final selection.

  • All potential candidates for field positions must successfully complete the Medair Relief & Recovery Orientation Course (ROC). Information, dates and related costs can be found via this link.

    Benefits Package provided to all Internationally Recruited Staff (IRS)

  • Comprehensive briefing at our Swiss Headquarters, as well as an in-country briefing.

  • Security training for those going to insecure environments.

  • Accommodation, food, and transportation in-country.

  • Return flights to and from the country programme (one return flight for every year of service).

  • Rest and recuperation (R&R) leave (including travel, accommodation, and food).

  • Annual leave.

  • Comprehensive medical and emergency rescue insurance, with up to 60 days post-assignment coverage, including debriefing.

  • Disability insurance.

Specific benefits for Experienced Relief Workers (IRS)

(Applicants with 12 months or more relevant relief or development experience)

  • A salary based upon the grade of the position and experience of the position-holder, starting from USD 1,700 per month.

  • Contribution matching programme for retirement savings.

  • Additional contract benefit allowance for those who commit to longer contracts.

  • Highly subsidised contribution to Medair ROC travel and accommodation costs.

    Specific benefits for New Relief Workers (IRS)

    (Applicants with less than 12 months relevant relief or development experience)

  • USD 300 per month.

  • As soon as 12 months relief work or its equivalent has been completed, a salary based upon the grade of the position, starting from USD 1,700 per month, and other experienced relief worker benefits.

    Working Conditions

  • This is a field-based position and working and living conditions may be very different to that previously experienced.

Application Process

Before you apply, please ensure you are fully aware of the:

  1. Medair organisational values.

  2. Medair Relief & Recovery Orientation Course (ROC) (which forms part of the recruitment selection process for field positions).

Then to apply, go to the "Current Vacancies" page then:

  1. apply for this vacancy (or another position that matches your profile), or

  2. apply for a Medair ROC (where we can try and match your competencies to our vacancy needs).

Please do not make multiple applications. We will not review email applications. Only English-language applications / CVs will be reviewed. Medair does not set closing / deadline dates for applications; recruitment is on-going until the position is filled.

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Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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  • Organization: Medair
  • Location: Sinjar | Iraq
  • Grade: Junior
  • Occupational Groups:
    • Management, Administration and Finance
    • Management, Administration and Finance
    • Management, Administration and Finance
    • Public Administration - Restructuring
    • Public Administration - Restructuring
    • Disaster Management
  • Closing Date: 2016-12-19

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