Role & Responsibilities Directly supporting the International Programmes team in administrative tasks, gathering department information & data, minuting meetings, collating feedback on new policies and positions, helping organize workshops, conferences and trainings, providing International Programmes Director (IPD) fieldtrip preparation support, Global Emergency Response Team and Security Advisor administrative support. Project Overview Medair's International Programmes team oversees and supports all the Medair country programmes, as well as providing technical sectoral expertise, MEAL advice, security advice and Global Emergency Response Team (GERT) capacity. Workplace & Working conditions Global Support Office (GSO) position based in Lausanne, Switzerland. Swiss or eligible EU citizens, or those with a valid work permit for Switzerland, can apply. Starting Date / Initial Contract Details May 2024. 50%, open-ended contract. Key Activity Areas Programmes & International Programmes Director Administrative Support, 70% of time required - Provide support capacity where needed and as prioritised by the International Programmes Director (IPD), working in close coordination with Head of Country Programmes (HCPs), Global Emergency Response Team (GERT), Security Advisors and Sector Advisor Team Leads. - Maintain and introduce where necessary, streamlined administrative processes to enable the team to function efficiently and effectively in all administration tasks. - Plan the weekly Programmes meeting and the bi‐weekly CD call. - Take meeting minutes with International Programmes Department, COVID Taskforce, CD group etc. Follow up with people on action points. - Support on knowledge management, SharePoint and Box transfer for International Programmes. - Field travel support for IPD. - Travel to Lausanne, Bern or Geneva to support notarizing country related documents or registration and visa applications. - Support organisation of team events, workshops and conferences. - Facilitate and map the annual International Programmes Calendar. - Collate feedback from CDs and International Programmes on various policy and process revisions. - Provide administrative, email and communications support to the IP Director (up to 20%). Technical Assistance, 20% of time required - To support the team in cross‐organisational activities such as the Core Humanitarian Standards. - Collate Country Strategy Plans and necessary administration. - Support the team with internal information management, such as gathering KPIs and Annual Report Data. Extra country-specific support (10%) - Support special requests by monitoring an admin email address of resettlement requests, liaise with HCP and HR, track cases, preparation of letters and facilitate submission of forms for application. - Support HCPs with the necessary administration to meet donor vetting requirements for specific grants, liaising with the relevant in-country logistic teams, and entering data into the donor vetting portal for approval 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. This position is Jobupfree. Qualifications - University degree or equivalent in a relevant subject such as Management / Development Studies /International Relations/ Business Administration or in a relevant technical subject. - Excellent working knowledge of the English language (speaking and writing). Experience - 1-year post-qualification experience in a position in a humanitarian setting. - Proven reporting and data analysis experience. - Strong Christian commitment. - Self-motivated, energetic, proactive, hard-working, servant-hearted. - Excited about preparing and analysing reports. - Team-player with good inter-personal skills. - Contribute positively to the team atmosphere. - Tactful, multi-level communication, Strong people centred approach. - Capable of motivating people to meet deadlines in a supportive way. - Familiar with intercultural differences. - Capacity to work under pressure, with short deadlines and manage personal stress levels. - Able to persevere in the face of difficulties and discouragement. - Creative, open-minded, flexible, self-learner. - Actively looking for ways to improve the quality of Medair's work. Knowledge of Humanitarian Essentials, Sphere, CHS and HAP Standards and other international humanitarian guidelines and protocols. - Advanced planning, assessment and analytical skills. - Good report and proposal writing skills. - Good networking, advocacy and negotiation skills. - Committed to consultative and servant leadership · Excellent communication 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/international_programmes_assistant_gso/) Please do not make multiple applications. We will not review email applications. Only English-language applications / CVs will be reviewed.
Role & Responsibilities Manage the health project in line with the objectives, timeframe and budget laid down in the current proposal and meet Medair and international standards. On a day-to-day basis the Health Project Manager oversees the implementation of Medair health activities in Ukraine. This will involve coordination, staff supervision, data collection and reporting. The Health Project Manager will work alongside logistics, human resources and finance to ensure project implementation of activities with technical support from Medair's Health Advisor. Project Overview Medair arrived in Ukraine at the end of February 2022 and are providing WASH, Health, NFI/Shelter, and other emergency assistance in parts of Ukraine. Workplace & Working conditions Field position based in Ukraine, with frequent travel to the different health project locations. Starting Date / Initial Contract Details May 2024. Full time, 12 months. Key Activity Areas Technical / Management - Responsible for ensuring project implementation is according to Medair policy and compliant with Medair, donor, national, and international guidelines. - Develop and manage a comprehensive activity plan covering the time frame of the project proposal. - Ensure the quality and sustainability of the project outputs. - Conduct regular monitoring and evaluation assessments against project objectives. - Ensure accurate and timely reporting of activities (monthly, quarterly and final reports) and send to the Project Coordinator and Health Advisor for approval. - Provide programme data for donor reports, to the Funding Manager and Health Advisor prior to submission to donors. Responsible for open communication regarding project planning and implementation with the Project Coordinator, Health Advisor, and other key staff. - Support the Programme Coordinator and CD in the development of new proposals. Logistics and Administration - Coordinate with the logistics department and ensure all health project related equipment is available on site in a timely fashion. - Coordinate with the administration department to ensure accurate accounting of project finances as well as effective cash-flow. Ensure that health project stocks are managed, transported and maintained correctly. Staff Management - Oversee all staff based in the health project including recruitment, appraisal, management, general well-being, job descriptions, work schedules, discipline etc. in coordination with the PC and Health Advisor. - Provide training to all National staff in the health sector (within budget and operational constraints) so as to ensure ownership and full local responsibility of all health activities. - Facilitate regular project meetings to assist information sharing between project staff and to ensure that all staff members are well aware of project objectives and current work plan. Communications and Public Relations - Maintain a transparent, honest and supportive communication structure within the Medair team. - Develop and maintain relationships with local authorities, churches and NGO's on site, with the objective of raising public awareness of Medair and ensuring good co-operation and partnerships. - The health project manager is expected to proactively network and coordinate with the Health Cluster, Ministry of Health and health agencies to seek out opportunities and share information. - Contribute to Medair's private fundraising and public awareness campaigns by supplying the FCO or the GSO Marketing team with beneficiary stories and photos, as well as project updates etc. Security Management - Be responsible for the safety and security of Medair health assets and personnel on site of operations. - Adhere to the security guidelines employed by Medair on site. Quality Management - Promote and use the e-library, ensuring the standardised formats are used and guidelines followed. - Ensure health projects are implemented in accordance with Medair, donor, field, and international standards. - Responsible for setting objectives of emergency health assessments and interventions, monitoring progress against agreed indicators and exit planning, in liaison with the Project Coordinator and Health Advisor. - Work with Project Coordinator and Health Advisor to improve the quality of the health project, to improve the quality of the assessments, monitoring and evaluation, implementation of Core Humanitarian Standards and protection mainstreaming. Financial Management - Review and monitor all project expenditures and expense coding. Ensure proper financial procedures are followed by the health team. Track expenses against project budgets, working with the Project Coordinator and Finance Officer to address issues of over or under-spending. 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 - Medical doctor or nurse with public health or tropical health qualification, with training in humanitarian health, MHPSS, or infectious disease an asset. - Strong working knowledge of English (spoken and written). Experience - 2 years minimum experience post qualification. - 1 year overseas experience in relief work with an NGO, having worked preferably in the health sector desirable. - Working knowledge of Microsoft Word, Excel and Teams - Able to prioritise clearly; able to enforce procedures; able to oversee multiple tasks. - Good interpersonal skills; clear communicator. - Good negotiation skills, especially in the context of another culture. - Advanced planning, assessment and analytical skills desirable. 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/health-project-manager-ukr/) Please do not make multiple applications. We will not review email applications. Only English-language applications / CVs will be reviewed.
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.