Project Support Specialist

Project Overview

Medair Afghanistan is a complex and dynamic country programme due to instability related to politics and security. Medair has been operating in Afghanistan since 1996 and is currently implementing multi-sectoral projects in nutrition, WASH and food security in vulnerable communities in the Central Highlands and Southern Afghanistan.  There are plans to expand the current programme into new areas. 

Key Activity Areas

Project Support Management 

• Ensure the smooth running of Medair support activities and ensuring relevant policies and procedures are put in place and followed.  
• 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, appraisals, disciplinary action, etc. 
• 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, including managing the supply chain and overseeing import/supply or medical/program procurements, 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 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 budget(s), ensuring spending is in accordance with donor requirements and time frames and notifying the relevant field managers of any necessary adjustments 
• Cover in the absence of the Project Coordinator 

Security Management 

• In the Project Coordinator’s absence, attend relevant external coordination and security meetings and feedback information. 
• Ensure security procedures are in place, guidelines are kept up-to-date and staff receive relevant security information. Provide support in managing security incidents as required. 

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 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 

Staff Management 

• Manage and oversee the assigned programme support staff including recruitment, day-to-day management, development and training, appraisal, performance monitoring, disciplinary action, etc. Includes Project Support Officer(s) at sub-based where present.  
• 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 and partners to ensure they are kept informed of support related activities and requirements 
• Develop and maintain positive relationships with partners, 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 Sharepoint, Medair People, Fin4U, 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 

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, prayer, and words of encouragement. 
• Encouraged to join and contribute to Medair’s international prayer network. 

Qualifications

• University degree in relevant subject or equivalent professional / technical qualification  
• Good English (spoken and written) 

Experience

• Post-qualification management experience in a relevant profession 
• Experience working in a cross-cultural setting, preferable in a support role  
• Supervisory management experience, preferably in the NGO sector 
• Desire to serve others 
• Capacity to work under pressure and manage personal stress levels 
• Creative, open-minded, flexible, self-learner 
• Good understanding of cross-cultural issues 
• Able to oversee multiple tasks, prioritising and delegating as required 
• Strong leadership skills 
• Consultative management style 
• Accountable decision maker