Project Support Officer

Job description

Project Support Officer

Starting Date: February 2013

Initial Contract Details: Full-time, Min. 12 months
Closing date: November 30th, 2012

1.     Role and Responsibilities

Support Officer plays an important role in overseeing the running of a Medair base. On a day-to-day basis the Project Support Officer is involved in a wide variety of activities involving coordination, logistics, hospitality, security, finance and staff supervision. This provides valuable support to the programme staff, enabling them to focus on their core activities.

2.     Project Overview

Medair is working in D.R. Congo to respond to the humanitarian needs resulting from the conflict-related population displacements. Medair has been working in Province Orientale since 1996 providing an integrated programme of Health, WASH and Infrastructure Rehabilitation activities.


3.     Medair

Medair brings life-saving relief and rehabilitation in disasters, conflict areas, and other crises by working alongside the most vulnerable. Its Internationally Recruited (IRS) and HQ staff is inspired by their Christian faith to care for people in need, providing practical and compassionate support, regardless of race, religion, or politics. Medair has achieved the ISO 9001:2008 certification, worldwide. This certification signifies that Medair effectively delivers goods and services with a focus on beneficiary needs. Founded in 1989, Medair’s unwavering commitment continues to bring hope to the world’s most vulnerable.


4.     Key Activity Areas


a.     Base Management

-       Work with the relevant field managers and the HQ Finance Officer in preparing the base budget;

-       Monitor base expenditure, ensuring the correct procedures are followed and that all payments are in line with base budgets;

-       Coordinate with relevant authorities (e.g. government ministries, local authorities, UN agencies, etc.) and other NGOs, as applicable, on matters relevant to Medair operations in the area.

And oversee the day-to-day base support functions including, but not limited to:

-       Managing the daily functionality of the base, ensuring utilities, food and other supplies are available, that security routines are monitored and maintained and that all other requirements are in place;

-       Coordinating the routine maintenance of base infrastructure and equipment, repairing items as quickly as possible using the most cost-effective solution;

-       Liaising with external contacts, such as landlords, utility companies, local tradesmen and contractors, service providers, etc., ensuring services are delivered on time, on budget and to an acceptable standard;

-       Planning daily staff movements taking into account staff and fleet availability and programme requirements, ensuring the most efficient use of Medair resources;

-       Welcoming and briefing new Medair staff and visitors to the base, planning for their arrival by preparing food and accommodation, arranging transportation if required and ensuring they have all the information needed for their stay.


b.    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.


c.     Communication

-       Develop and maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of base-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.


d.    Staff Management

-       Manage and oversee the programme base staff (e.g. cooks, cleaners, logisticians, guards, drivers, etc.) including recruitment, day-to-day management, development and training, appraisal, etc.

-       On occasions work with casual labour (including hiring, co-coordinating workload and payment) to achieve specific, time-bound tasks.


5.     Quality Management

Promote and use the Medair e-library and other operating procedures, ensuring that all standardised formats are used and guidelines are followed.

6.     Qualifications

University degree in relevant subject or equivalent professional / technical qualification

a.     Languages

-       Strong working knowledge of English (spoken and written);

-       Strong working knowledge of French (spoken and written).


b.    Experience / Competencies

-       Relevant professional experience in an administrative position;

-       Team-player with good communication and inter-personal skills;

-       Strong administrative skills;

-       Good numerical and report writing skills;

-       Able to develop and maintain effective relationships with internal and external stakeholders;

-       Capacity to work under pressure and manage personal stress levels;

-       Able to cope with basic living conditions;

-       Problem solving ability; Attention to detail;

-       Able to oversee multiple tasks, prioritising and delegating as required;

-       Able to build trust and enforce procedures;

-       Enthusiastic with a ‘can-do’ attitude.


7.     Medair Standard Working Requirements in the field


-       Experienced professionals in a relevant field;

-       Committed Christian;

-       Commitment to Medair values (faith, hope, accountability, integrity, dignity, compassion);

-       Overseas intercultural experience;

-       Strong working knowledge of English (spoken and written);

-       Working knowledge of French (spoken and written) for French-speaking roles;

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

-       Competent with Office Word, Excel, PowerPoint, and Outlook;

-       Successful completion of Medair Relief & Rehabilitation Orientation Course (ROC);

-       Reflect the vision and values of Medair when interacting with team members, local staff, beneficiaries and external contacts;

-       Able to live and work with 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.


8.     Benefits

-       A salary based upon the grade of the position and the experience of the position-holder;

-       Full briefing at our Swiss headquarters, as well as an in-country briefing;

-       Security training for those going to particularly 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, and re-entry allowance for those who commit to longer contracts;

-       Disability Allowance;

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


9.     How to apply

Application Process
Follow this link: to read about the Medair values, programmes and culture, the “Medair ROC” and how to apply, and then follow links to Apply for a Medair ROC, or for a Field vacancy.
We request that you complete all applications on-line at Only English-language applications and CV’s will be reviewed. We will not review email applications. Medair does not set closing / deadline dates for applications; recruitment is on-going until the position is filled. We review every online application.