Project Support Manager

Syria

Finances/Accountancy - HR/QM - Procurement/Logistics/Delivery

Finished or Exempted (For male)

Working as an important member of a diverse team who are committed to serve the world’s most vulnerable with practical and compassionate care the Project Support Manager is key to the efficient and effective running of the country office and the programme. This varied and challenging role involves coordinating and managing the main support functions including general administration, base management, human resources, logistics and some oversight of the finance function. As well as line management responsibility for staff involved in support roles, the Project Support Manager may also represent Medair at relevant meetings with contractors, local authorities, NGOs and other stakeholders.

Major Duties and Responsibilities:

Project Support Management:
• Facilitate timely, cross-cutting communications with the programme teams to provide effective and efficient support functions to enable to the delivery of project outputs, including management of work-plans to meet agreed milestones.
• Oversee the logistical support to programme staff and field bases, including managing the supply chain, vehicles, assets, IT and communication equipment and, where necessary, the training of logistics staff
• In conjunction with the Logistics Officer, ensure accurate and efficient procedures are maintained in logistics, particularly in the areas of procurement, storage and transportation
• Oversee all human resource activities, supporting the HR officer, HR assistant and line managers as required in areas such as recruitment, induction, training, appraisals, disciplinary action, etc.
• Ensure all national and international legal requirements relating to employment are adhered to, including contracts, statutory deductions, record keeping, etc.
• In coordination with the international Finance Manager (based in Amman), oversee day-to-day running of the finance team and its outputs.
• Submit accurate and timely internal reports as required. Contribute on request to external reports.

Administration:
• Ensure effective and efficient administration of all support functions in all locations, championing the appropriate use of the Medair corporate online filing systems (BOX) across the programme, IT-Back-ups and overseeing archiving in accordance with Medair procedures.
• Prepare and implement policies, procedures and guidelines, as appropriate, at the request of the Country Director and with the relevant field managers and HQ staff, so as to enhance the smooth running of the programmes through standardised procedures and improved support. This may include finance and governance procedures, staff management, fleet management and IT security and infrastructure.
• Represent Medair at relevant national and local meetings with government officials, contractors, other NGOs, etc., reporting back as applicable to Country Director, staff, field managers and HQ.

IT Management
• Oversee provision of IT assets and communication needs across the programme, acting as focal point for liaison with HQ IT as necessary.
• Provide technical IT knowledge to support IT usage e.g. software installation, maintenance, trouble-shooting, etc.

Financial Management:
• Supervise the budget management and expenditure for support and shared costs, in collaboration with Country Director and relevant staff, ensuring budgets are spent according to donor proposals and regulations and within the appropriate time frame.
• Monitor assigned spending, ensuring relevant guidelines and procedures are being followed and that systems are in place for the prevention and detection of possible fraud.
• 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.

Staff Management:
• Reflect the vision and live the values of Medair, especially when interacting with team members and provide them with leadership, advice and support.
• Develop direct reports to improve their knowledge, competence and performance.
• Manage and oversee the assigned support staff including recruitment, day-to-day management, development and training, appraisal, etc.
• Hold regular team meetings with the assigned 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.

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.

Delegated Responsibilities:
• Implementation of support activities within budget and agreed time frames, through the management of relevant staff and the regular monitoring and evaluation of activities.
• Compilation of annual support budget(s) and subsequent management of expenditure.
• Management and supervision of logistics, human resource and finance activities, including legal compliance.
• Authorisation of expenditure on applicable budget lines up to $5,000.
• 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.
• Line management of assigned staff, including recruitment, performance monitoring, disciplinary action, etc.
• Representation of Medair at meetings and through relationships with external partners (e.g. contractors, suppliers, local and national government officials and other NGOs).

Interested? Then apply for this position

All applicants should send a cover letter and an updated CV no longer than four pages, both in the same language as the vacancy note. Your CV should also include contact details of three professional referees.

Cover letter should briefly summarizes how do you fit the management, leadership requirements, and the functional expertise you bring to the role.

Professional references will be checked before offering this position to the successful candidate.

The successful candidate must be legally allowed to Work in Syria, need to be holder of fully valid passport for travel to Lebanon/Jordan for training.

This is a position based in Damascus with periodic field visits (subject to staff safety procedures and movement approvals). Project locations currently include Rural Damascus, Homs and Aleppo Governorates.

Working week is usually 5 days per week, Sunday to Thursday 9:00 – 17:00.

This position requires flexibility at times. Travel might be required to Lebanon/Jordan/Switzerland for training or meetings.

Planned start date: 01 August 2017

Application will close once suitable candidate is identified.

Medair is a humanitarian, non-governmental, non-profit organization with headquarters in Switzerland, founded in 1989 and currently working in 14 countries throughout the world.
We bring relief and recovery to people who are suffering in remote and devastated communities around the world. Medair helps communities to survive crisis, recover with dignity, and develop skills to build a better future in core areas Health and Nutrition, WASH (Water, Sanitation, Hygiene), Shelter/Infrastructure.

Jun 12, 2017

Required