Overall Purpose:

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 the Project Support Manager also represents Medair at relevant meetings with contractors, local authorities, NGOs and other stakeholders.

Project Support Management

• Ensure the smooth running of the assigned base 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 manager.
• Ensure all national and international legal requirements relating to employment are adhered to.
• Oversee the logistical support to programme staff and field bases.
• Monitor that regular computer back-ups, virus updates and routine maintenance are carried out.
• 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.

Administration

• Draw up, manage and periodically review contracts between Medair and external suppliers.
• Submit accurate and timely internal reports and contribute on request to external reports.
• Ensure a clear and transparent paper trail is in place for all transactions.

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

• Review, develop and implement systems to improve transparency and to detect and ultimately prevent loss or fraud. Carry-out regular inspections and spot-checks.

Delegated Responsibilities

• Management and supervision of finance, human resource, and logistical activities for assigned base(s), including legal compliance
• Compilation of annual support budget(s) and subsequent management of expenditure
• Authorisation of expenditure on applicable budget lines
• Development and implementation of robust systems designed to ensure the physical security of the base(s) and to prevent the theft of Medair assets and equipment and the fraudulent use of Medair resources
• Filing and archiving of documentation for transfer to HQ and / or for required record keeping in-country
• Line management of assigned programme support staff, including recruitment, performance monitoring, disciplinary action, etc.
• Implementation and improvement of support systems and policies
• Representation of Medair at meetings and through relationships with external partners (e.g. suppliers, contractors, local and national government officials, other NGOs, etc.)