Role & Responsibilities The Roving Project Support Manager is key to the efficient and effective running of operations in the area to which they are assigned. This varied and challenging role involves covering for the support functions including the Project Support Manager, Human Resources Manager, Logistics Manager and Finance Manager. More specifically, this will involve 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. In the absence of the Project Coordinator, the Roving Project Support Manager also represents Medair at relevant meetings with contractors, local authorities, NGOs and other stakeholders. Project Overview Medair delivers life-saving multisectoral interventions to emergency affected populations in eastern DRC in difficult to access areas and despite security challenges. Sectors of interventions are health, nutrition and WASH In terms of outbreaks, the Eastern Part of DRC where Medair is providing support sees frequent disease outbreaks, such as as measles and cholera. In this context, access and quality to Primary Health Care is a priority. Workplace & Working conditions Field based position in D.R.Congo. Starting Date / Initial Contract Details ASAP. Full time, 12-24 months. Key Activity Areas Roving Project Support Management - Ensure the smooth running of the assigned base including staff supervision, 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 preparation of weekly closing and monthly financial reports, review reconciliations done by financial assistants. - Manage base budget(s), ensure expenditure is within set guidelines, ensuring all funds are well and timely spent in accordance with donor requirements and time frames. - 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, 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 - In collaboration with the PC work with field managers and GSO 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 budget, including supporting Project Managers to do quarterly pipeline analyses, ensuring that spending is in accordance with donor requirements and time frames and notifying the relevant field managers of any necessary adjustments Security Management - In the absence of the PC, attend all relevant external coordination and security meetings and feedback information, as applicable, to the appropriate managers and staff - Follow the instruction of the PC, to ensure the availability of emergency equipment - Provide support in managing security incidents as required, including the writing and submitting of incident reports 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 Staff Management - Manage and oversee the assigned programme support staff including recruitment, day-to-day management, performance monitoring, disciplinary, 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 - Work to strengthen internal communication, support, and mutual understanding between support functions and programs as appropriate to your work level and area of influences. Quality Management - Promote and use the Medair e-library and other operating procedures, ensuring that all standardised formats are used and are the most up to date versions 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 - Strong French (spoken and written). 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 - Capacity to work under pressure and manage personal stress levels - Creative, open-minded, flexible, self-learner - Good understanding of cross-cultural issues. Diplomatic - Attentive & hospitable to colleagues, visitors at the team house - Able to cope with basic living conditions in the field and during field trips. Problem solving ability - Excellent communicator. Good numerical and report writing skills - Commitment to best practice - Able to oversee multiple tasks, prioritising and delegating as required - Strong leadership skills. Consultative management style. Accountable decision maker - Able to build trust and enforce procedures. Strong organisational and time management skills - Coaching and training skills How to applyPlease ensure you are fully aware of the: a) [Medair organizational values](https://www.medair.org/jobs/our-culture/) b) Medair is committed to safeguarding the protection of beneficiaries, volunteers, staff and partners, and particularly children. Therefore, we do not employ staff whose background we understand to be unsuitable for working with children. Medair staff are required to give the utmost respect to, and comply with, [Medair's accountability policies and best practices](https://www.medair.org/accountability/). c) [Medair Relief & Recovery Orientation Course (ROC)](https://www.medair.org/jobs/roc/) (which forms part of the recruitment selection process for field positions). Application Process To apply, go to this vacancy on our [Medair Page.](https://www.medair.org/positions/roving-project-support-manager-drc/) Please do not make multiple applications. We will not review email applications. Only English-language applications / CVs will be reviewed.
Role & Responsibilities The Project Support Manager is key to the efficient and effective running of the country programme. This varied and challenging role involves 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 Overview Madagascar is counted as the country with the second or third highest chronic malnutrition rate worldwide and Southern Madagascar is experiencing the worst drought and food security crisis recorded since 1981. Also, Madagascar is one of the most prone countries to Cyclones, hence, working on disaster preparedness is critical. Medair as been present in Madagascar since 2002 and currently runs WASH, Nutrition, DRR and ERT projects in different parts of the country. Workplace & Working conditions Field based position in Ambovombe, Madagascar, with frequent visits of field sub-bases. Starting Date / Initial Contract Details June 2024. Full time, 12 months. Key Activity Areas Project Support Management - Ensure the smooth running of Medair base(s) and programme support activities, including: potential base set-up ; staff supervision; security; maintenance and liaison with landlords, contractors and suppliers; 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, 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 troubleshooting 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 budget(s), ensuring spending is in accordance with donor requirements and time frames and notifying the relevant field managers of any necessary adjustments 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 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 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 colleague 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 Quality Management - Promote and use Box, 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, prayers, and words of encouragement. - Encouraged to join and contribute to Medair's international prayer network. This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary. Qualifications - University degree in relevant subject or equivalent professional / technical qualification. - Strong working knowledge of French and English (spoken and written). Experience - Post-qualification management experience in a relevant profession. - Experience with base set-up is an asset. - Experience working in a cross-cultural setting, preferable in a support role. - Supervisory management experience, preferably in the NGO sector. - Problem solving ability. Excellent communicator. Good numerical and report writing skills. - Commitment to best practice. Good understanding of humanitarian work. - Team-player but also able to work independently. Good inter-personal and conflict resolution skills. - Able to develop and maintain effective relationships with internal and external stakeholders. - Capacity to work under pressure and manage personal stress levels. - Creative, open-minded, flexible, self-learner. Good understanding of cross-cultural issues. Diplomatic. - Able to cope with basic living conditions in the field and during field trips. How to applyPlease ensure you are fully aware of the: a) [Medair organizational values](https://www.medair.org/jobs/our-culture/) b) Medair is committed to safeguarding the protection of beneficiaries, volunteers, staff and partners, and particularly children. Therefore, we do not employ staff whose background we understand to be unsuitable for working with children. Medair staff are required to give the utmost respect to, and comply with, [Medair's accountability policies and best practices](https://www.medair.org/accountability/). c) [Medair Relief & Recovery Orientation Course (ROC)](https://www.medair.org/jobs/roc/) (which forms part of the recruitment selection process for field positions). Application Process To apply, go to this vacancy on our [Medair Page.](https://www.medair.org/positions/project-support-manager-mdg/) Please do not make multiple applications. We will not review email applications. Only English-language applications / CVs will be reviewed.
Role & Responsibilities The Project Coordinator manages the implementation and coordination of the designated field projects. Providing leadership, strategic direction, management and evaluation of all aspects of the Medair projects, the Project Coordinator also plays a key role in liaison with local authorities and other relevant stakeholders, team leadership and security management. Project Overview Medair has reestablished our offices in Chad given the current refugee crisis due to the war in Sudan and is setting-up to provide multi-sectoral emergency response in the camps in the east of Chad. Programming will provide support to refugees and vulnerable people through the sectors of shelter, NFI, health, nutrition and WASH within camps and host communities. The project requires an agile program that can quickly respond to the establishment of new camps and support with existing needs given the flow of refugees has continued due to the ongoing conflict in Sudan. The role will deliver multi-sectoral projects, whilst scoping out needs in new locations and sectors thus the PC role will be instrumental in helping to carry out research, leading assessments and applying for funding in response to changing humanitarian needs. A key aspect of the role will be building partnerships with local organisations. Workplace & Working conditions Medair field-based position in eastern Chad, Adré. Living conditions are very basic. Starting Date / Initial Contract Details April 2024. Full time, from 6 to 12 months. Key Activity Areas Project Identification and Design - Support the team in identifying suitable areas for intervention, carrying out research and making recommendations for project responses. - Liaison and collaboration with other INGOs, UNHCR and potential local partners. - Facilitation of project design in close collaboration with the team and coordination with other organisations and authorities. Project Management - Oversee the overall implementation of the designated project(s) in consultation with the relevant Project Manager(s) in accordance with the project proposals, ensuring objectives are met within the required time frame and budget. Where necessary ensure preventative and corrective action is taken. - Manage a comprehensive activity plan for the designated project(s), including resource needs analysis, covering the time frame of the project proposal. Support sectoral Project Manager(s) and staff in day-to-day decision making as required. - Ensure that regular monitoring and evaluation assessments against project objectives are conducted and reports made to the relevant in-country or head-quarters managers or to donors. - Maintain an overview of the regional context with a view to the strategic development of new projects both in current and surrounding camps. - Support the Programme Funding Manager and Country Director in the development and writing of new concept notes and proposals. Develop, in consultation with the other senior field managers, an implementation strategy which is appropriate to the country context and strategy. - Ensure complete and timely reporting of activities and beneficiary numbers to Medair, donors, line managers and any other relevant bodies while ensuring documents are produced according to guidelines. Representation - Develop and maintain relationships with relevant stakeholders (e.g. beneficiaries, community leaders, local and national government officials, donors, UNHCR, UN agencies and other (I)NGOs) and represent Medair at relevant stakeholder meetings in order to facilitate and ensure cooperation and partnerships. - Seek out and actively participate in relevant local networks or task groups on specific humanitarian aid issues. - Accompany donors and stakeholders on field trips and ensure programme details are shared in a professional manner. Financial Management - Plan and construct the budgets for the designated projects, in collaboration with the relevant Project Manager(s) and sector advisors and in accordance with donor guidelines. - Working with the relevant Project Manager(s), ensure that budgets are spent according to donor proposals and regulations and within the appropriate timeframe, making any budget adjustment recommendations to the Country Director. - Monitor the spending of the designated project(s) to ensure they operate in line with Medair and donor guidelines for financial accounting and reporting practices, sign off on expenditures. Staff Management - Ensure all personnel related processes for the staff of the designated project(s) are carried out in accordance with Medair guidelines. This includes recruitment, appraisal, objective setting, development and training, disciplinary action, etc. If applicable, work with and support the relevant Project Manager(s). - Ensure that staff receive appropriate and adequate training by providing mentoring and coaching and through the promotion of capacity building of local staff. - Hold regular team meetings and, through a consultative leadership style and a transparent, honest, and supportive communication structure, develop and build an effective team. - Promote the health and security of the staff of the designated project(s) by ensuring the application of security guidelines, health and safety in the workplace and healthy living conditions and practices. Security Management - Lead, monitor, and review, in collaboration with the Project Managers and senior security and liaison officer, security assessments. Also review the security status of the area(s) of operation on a regular basis, liaising as applicable with local authorities, other INGOs, the UN or other relevant security bodies. Report an changes as appropriate, to the Country Director. - Ensure all staff members working for the designated projects and all visitors receive appropriate briefings and on-going training in security-related topics. Ensure security plans and protocols for the area(s) of operation are updated and implemented in response to changes in the security situation. - Oversee and monitor staff adherence to security protocols, including security incident reporting. - Train and support relevant Project Manager(s) in security planning, management, implementation, and monitoring. Quality Management - Promote and use the Medair e-library and other operating procedures, ensuring that all standardised formats are used, and guidelines are followed. Ensure robust AAP mechanisms are put in place and being actively used. - Ensure designated project(s) are implemented in line with donor proposals and requirements and in accordance with Medair, donor, country, and international standards e.g., Sphere and CHS standards, WHO recommendations, etc. Follow the direction of the relevant advisors at GSO regarding quality, strategy, and technical guidelines. - Regularly assess and provide feedback and recommendations on the quality of the programmes and interventions during field visits and at other relevant times. 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. Contribute to the spiritual life of your team, including team devotions, prayers, and words of encouragement. - Encouraged to join and contribute to Medair's international prayer network. This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary. Qualifications - University degree in a relevant subject such as Management / Development Studies / Business Administration. - Fluent French (spoken and written) is essential. - Strong working knowledge of English (spoken and written). Experience - Two years post-qualification experience in a management position, preferably in a relief environment. - Overseas work experience with a relief and rehabilitation NGO. - Knowledge of the Red Cross Code of Conduct, Sphere and CHS Standards and other international humanitarian guidelines and protocols. - Advanced planning, assessment, and analytical skills. Good report and proposal writing skills. - Good negotiation skills; problem solving ability and security management. How to applyPlease ensure you are fully aware of the: a) [Medair organizational values](https://www.medair.org/jobs/our-culture/) b) Medair is committed to safeguarding the protection of beneficiaries, volunteers, staff and partners, and particularly children. Therefore, we do not employ staff whose background we understand to be unsuitable for working with children. Medair staff are required to give the utmost respect to, and comply with, [Medair's accountability policies and best practices](https://www.medair.org/accountability/). c) [Medair Relief & Recovery Orientation Course (ROC)](https://www.medair.org/jobs/roc/) (which forms part of the recruitment selection process for field positions). Application Process To apply, go to this vacancy on our [Medair Page.](https://www.medair.org/positions/project-coordinator-tcd/) Please do not make multiple applications. We will not review email applications. Only English-language applications / CVs will be reviewed.
Role & Responsibilities Manage and lead Medair ongoing earthquake response in Aleppo (ALP), Syria. Provide strategic leadership and direction for the Aleppo response and other projects that may be developed. The ALP PC oversees all activities, works closely with the Country Director, Deputy Country Director, Technical Advisors, Technical Officers, and Global Sector Advisors. The ALP PC is responsible for external coordination at the field level – liaising with other humanitarian agencies and coordination bodies. The ALP PC is expected to attend sub-national level sector and donor meetings in Aleppo. Project Overview Medair Syria is responding to the earthquake emergency response with interventions in Shelter/NFIs, CVA, MHPSS, Health, and WASH. Workplace & Working conditions Field based position in Aleppo, Syria, with occasional travel to Damascus. Starting Date / Initial Contract Details As soon as possible. Full time, 6 months with possibility of extension. Key Activity Areas Project Management - Lead and manage a comprehensive response strategy including resource needs analysis, and timely reporting to relevant sectors, in consultation with the Senior Management Team (SMT) and Project Managers. - Ensure that the response strategic plan is current in the midst of a rapidly changing environment, through regular monitoring and evaluation assessments, and that reports submitted to the relevant parties. - Support Project Manager(s) and Technical Officers in daily response planning and decision making, to submit regular monthly project reports, to ensure that all relevant documents related to the response are produced and filed. - Working closely with the SMT, develop and produce new concepts and proposals, in coordination with the Program Funding Manager (PFM). Representation - Develop and maintain relationships with relevant stakeholders (e.g. beneficiaries, community leaders, local government officials, donors, UN agencies and other NGOs or partners) and represent Medair at relevant meetings (e.g. state and local government, sector-coordination and security) in order to facilitate and ensure cooperation and partnerships. - Seek out and actively participate in local networks or task groups on specific humanitarian aid issues. - Accompany donors on field trips and ensure programme details are transmitted in a professional manner. Financial Management - Support Project Managers to construct budgets for designated projects, in collaboration with the relevant Sector Advisors, SMT and PFM. - Support Project Managers to ensure that budgets are spent according to donor proposals and regulations and within the appropriate timeframe, making any budget adjustment recommendations to SMT. - Monitor the spending of the designated project(s) to ensure compliance with Medair and donor guidelines for financial accounting and reporting practices. - Exercise budget authority up to 10,000 USD on project expenses and support (base) costs. Staff Management - Ensure that all personnel related issues for the staff are carried out in accordance with Medair HR policies. This includes recruitment, appraisal, objective setting, development, training, disciplinary action etc. - Ensure that staff receive appropriate and adequate training by providing mentoring and coaching and through the promotion of capacity building of local staff. - Hold regular team meetings and build an effective team through a consultative leadership style and a transparent, honest and supportive communication structure. - Promote the health and security of the staff by ensuring the application of security guidelines, health and safety in the workplace and healthy living conditions and practices. Security Management - Monitor and review, with the Country Director, the security status of the area(s) of operation on a regular basis, liaising as applicable with local authorities, other NGOs, the UN or other relevant security bodies. Make reports, as appropriate, to the in-country Security Focal Point. - Ensure all staff members and all visitors receive appropriate security briefings and on-going training in security-related topics. - Ensure security plans and protocols for the area(s) of operation are updated and implemented in response to changes in the security situation. - In the event of an in-country crisis, support the Crisis Management Team as required. Quality Management - Follow the direction of the relevant advisors at GSO regarding quality, strategy and technical guidelines. - Regularly assess and provide feedback and recommendations on the quality of the programmes and interventions during field visits and at other relevant situations. 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, prayers, and words of encouragement. - Encouraged to join and contribute to Medair's international prayer network. This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary. Qualifications - University degree in a relevant subject such as Management/ Development Studies / Business Administration. - Strong working knowledge of English (spoken and written). Experience - 3-4 years' project management experience. - 3 or more years' experience working in a field-based humanitarian context. - Computer literate with good working knowledge of Microsoft Excel, Word and Outlook. - Experience in the design, monitoring of implementation and evaluation of humanitarian / emergency programmes. How to applyPlease ensure you are fully aware of the: a) [Medair organizational values](https://www.medair.org/jobs/our-culture/) b) Medair is committed to safeguarding the protection of beneficiaries, volunteers, staff and partners, and particularly children. Therefore, we do not employ staff whose background we understand to be unsuitable for working with children. Medair staff are required to give the utmost respect to, and comply with, [Medair's accountability policies and best practices](https://www.medair.org/accountability/). c) [Medair Relief & Recovery Orientation Course (ROC)](https://www.medair.org/jobs/roc/) (which forms part of the recruitment selection process for field positions). Application Process To apply, go to this vacancy on our [Medair Page.](https://www.medair.org/positions/project-coordinator-syr/) Please do not make multiple applications. We will not review email applications. Only English-language applications / CVs will be reviewed.
Role & Responsibilities Efficiently oversee and coordinate all aspects of warehouse operations including receipt and dispatch of goods, stock management, inventory management, Stock Request / order fulfilment, team supervision and coordination with partners to ensure smooth and effective warehouse operations. Take an active lead role in the management of the stock management for the South Sudan Programme in close coordination and liaison with the Juba procurement and transport team, field locations and the GSO Nairobi team. Ensure that all activities are carried out in line with Medair policies and procedures and according to any applicable donor, HQ or field guidelines. Project Overview Multi-sector relief and rehabilitation programme including provision of primary and emergency health care, water and sanitation, and non-food items and emergency shelter to assist in reducing morbidity and mortality in vulnerable populations of South Sudan. Workplace & Working conditions Field based position in Juba, South Sudan. Starting Date / Initial Contract Details 1st April 2024. Full time, 24 months. Key Activity Areas Stock Management - Responsible for receiving in the warehouse medical and non-medical goods from suppliers, GSO Nairobi and GIKs from Donors and Partners in accordance with Medair stock management guideline. Ensure that quality and quantities of goods delivered are in conformity with PRs and PO/PAs by using Delivery Notes, Receipt of Goods and/or Waybills. - Responsible to ensure that goods received in the warehouse are properly and accurately documented, and well stacked and stock cards are created immediately. - Receive and process stock requests as received and apply the FEFO/ FIFO principles. Coordinate with the transportation team for dispatch to static/ERT sites. Prepare WB for outgoing stocks and follow up to receive the signed WB from the receiver to confirm they received the stocks. - Responsible for updating stock cards, stock reports, WhiskyApp and Waybill tracker in SharePoint on daily basis. - Accurately record all GIK (in) and GIK (out) stocks by updating stock cards, stock reports and compiling loss reports, signed off by the Deputy Logistics Manager and Budget Holder. - Conduct 10% random stock spot check every Friday, aligning physically held stock with stock cards. Any discrepancies to be investigated and written justifications provided to Deputy Logistics Manager. Loss reports to be raised after investigation and uploaded on to SharePoint with BH and Deputy Logistics Manager signatures. - Conduct monthly stock physical inventory and audits, to include donor stock audits, with donations, disposals, and transfers within donor guidelines to current and future projects. - Gain donor and consortium approvals before doing so. any stock transfer, donation or disposal. Reporting - Submit weekly stock spot check to Deputy Logistics Manager - Distribute every two weeks stock reports to all PM and PC's, including separate pharma stock reports, with clear expiry dates for stocks with less than 6 x months expiring shelf lives. Follow up with respective PMs on disposal methods and plans of reported near expiry stock. Ensure PMs prepare SRs. - Send monthly stock reports to all program per project and per sector before 10th of the following month. Follow up with PM and file singed reports. Archiving - Accountable for the daily archiving physically and electronically to SharePoint of: Delivery Notes, ROGs, GIK (in), GIK (out), Stock Requests, Stock Reports and Loss Reports. Communication/Coordination - Advise PM's/PC's of any discrepancies between physical stock held and stock requests. Any transfer of stocks between projects is to be authorized by the donor, consortium and BH's. - Attend daily whiteboard meeting's – upcoming supplier deliveries, share received documentation for supplier deliveries completed and coordinate arrangements for truck and air charter dispatches. - Oversee timely responses to the receipt of stock, processing of stock requests, return of documents to the procurement team for log pack closures, arrangement, and consolidation of timely dispatches. - Maintaining performance management objectives through the effective deployment of resources. Leadership - Maintain oversight of the WH team, ensure that performance objectives are consistently met, and effective planning of warehouse resources deployed to maintain the day-to-day functioning of the warehouse. - Handling of any staff issues, in accordance with the labour law, including recruitment, payment and rotation of causal casual workers. - Ensure that leave planner is up to date and enough staff are always present to operate the warehouse. - Provide technical leadership and capacity building of warehouse staff. Warehouse infrastructure/Security - Responsible for the security of the warehouse including security guards, securing of the warehouse during non-operating hours. - Maintain vermin controls – setting traps for rates, ensure the warehouse is fumigated quarterly and ensuring the warehouse is maintained in a clean state. - Areas of stock receipt/dispatch clearly separated and operated. Quality Management - Promote and use the Medair e-library and all other operating procedures, ensuring that all standardised - formats are used, and guidelines are followed. - Be aware of the potential for loss or fraud in logistical activities and procedures. Pro-actively work to prevent - such occurrences by working with relevant line managers to improve transparency and to ensure the best - use of Medair assets and resources. Conduct weekly physical stock spot checks against stock cards, stock - reports and loss reports. Conduct periodic anti – fraud training with all warehousing staff's – every 3 months. 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 - Professional / vocational / technical qualification in a relevant field - Experience in Warehouse Management 2+ years' Work experience in logistics, preferably in an NGO setting - Strong working knowledge of English (spoken and written) Experience - Strong Christian commitment - Enjoys a challenge and works hard to achieve objectives. - Solution-oriented approach - Team-manager with good interpersonal skills - Capacity to work under pressure and manage personal stress levels. - Creative, open-minded, flexible, selflearner - Can prioritise work to meet deadlines. Able to cope with basic living conditions in the field and during field trips - Problem solving ability. - Competent with administrative tasks - Commitment to best practice - Quick learner with practical, precise approach - Attention to detail - Able to make decisions within a consultative and supportive framework. - Respectful, accountable, honest How to applyPlease ensure you are fully aware of the: a) [Medair organizational values](https://www.medair.org/jobs/our-culture/) b) Medair is committed to safeguarding the protection of beneficiaries, volunteers, staff and partners, and particularly children. Therefore, we do not employ staff whose background we understand to be unsuitable for working with children. Medair staff are required to give the utmost respect to, and comply with, [Medair's accountability policies and best practices](https://www.medair.org/accountability/). c) [Medair Relief & Recovery Orientation Course (ROC)](https://www.medair.org/jobs/roc/) (which forms part of the recruitment selection process for field positions). Application Process To apply, go to this vacancy on our [Medair Page.](https://www.medair.org/positions/warehouse-manager-sds/) Please do not make multiple applications. We will not review email applications. Only English-language applications / CVs will be reviewed.