Ended Base Support Officer

The Job

UPDATE: Email address for applications has been corrected

 

JOB TITLE: Base Support Officer
LOCATION: Al Dhale
REPORTING TO: Project Coordinator

OVERALL PURPOSE:
To oversee operations within the Al Dhale base, supporting the projects through coordination of logistics, HR and finance functions, while feeding regular information to the Project Coordinator.

PROJECT OVERVIEW
In Yemen, Medair are working in the sectors of health, nutrition and WASH. Medair support primary health care facilities and community nutrition programming. Medair is also implementing WASH activities at the community level for both static and emergency programmes.

FUNCTIONAL LINKS
INTERNAL: Project Coordinator, Logistics Assistant, Finance Assistant, Project Managers, Liaison Assistant
EXTERNAL: Local authorities, other NGOs

Responsibilities:

GENERAL TASKS

  • Uphold the humanitarian principles of humanity, neutrality, impartiality, and independence
  • Respect the Medair values at all times, both within and outside of working hours
  • Know, understand, and comply with Medair internal policies and procedures
  • Follow the Medair Security Plan and other relates policies and SOPs
  • Adhere to Medair Nationally Recruited Staff (NRS) handbook and regulations
  • Be prepared to work in Al Dhale other Governorates of Yemen if required

SPECIFIC TASKS

Operational Support

  • Supervise 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
  • Support the human resources of the office, including ensuring policies are abided to including working hours, documentation for absence etc
  • Provide logistical support to programme staff and field bases, including overseeing the supply chain and managing vehicles, assets, IT and communication equipment.
  • Ensure accurate and efficient procedures are maintained in logistics, particularly in the areas of procurement, storage and transportation
  • Flag to the country IT focal point and resolve if possible issues around IT
  • 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

Administration

  • 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 

  • Regular dialogue and reporting to Project Coordinator on base needs, issues and suggestions
  • 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

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

OTHERS

  • Any other reasonable duties related to the above areas

Role Qualifications:

 

 

Required

Desirable

VOCATIONAL QUALIFICATION 

University degree in relevant subject or equivalent professional / technical qualification 

Professional qualification in business administration / accounting / human resources / logistics 

WORK EXPERIENCE 

Experience working in at least one of: Human Resources, Finance, Logistics 

Experience working with an INGO 

Experience in multiple support functions 

Previous base management experience 

LANGUAGES 

Arabic, Good English (spoken and written) 

 

IT 

Computer literate with good working knowledge of Microsoft Excel, Word and Outlook 

Knowledge of database software and / or experience of stock management systems 

Technical IT knowledge e.g. software installation, maintenance, trouble-shooting, etc 


Role Competencies:

 

Required 

Desirable 

MOTIVATION 

Able to solve problems independently 

Passionate about meeting humanitarian needs 

Self-motivated and enthusiastic 

Desire to work for Medair in the long term 

TEAM-BUILDING 

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 

Encouraging, supportive, able to promote Medair’s values 

ADAPTABILITY 

Capacity to work under pressure and manage personal stress levels
Creative, open-minded, flexible, self-learner 
Good understanding of cross-cultural issues 
Diplomatic 

 

Previous team experience and knowledge of team dynamics 

TECHNICAL EXPERTISE

Problem solving ability 

Skilled in operational processes

Audit background
MANAGEMENT & LEADERSHIP

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

 

 

WORK CONDITIONS:  Position will be based in the Medair Al Dhale Office, with possible trips to other sites as needed Regular working hours will be 08:00 to 16:30 with 30 minutes for lunch, but may require flexibility as the work dictates.

SALARY: According to Medair standard salary scale

JOB COMMITMENT
TYPE OF CONTRACT
Fixed Term Contract
PLANNED START DATE September 2020
TRAINING As required
DURATION OF COMMITMENT 1 year

 

How to Apply

If you believe that you have the qualifications and skills, please send a one-page cover letter and a CV in English as well as relevant diploma and other certificates by email to

aden-recruitment@medair.org

no later than 16th September 2020.

The subject of the email should be headed: Base Support Officer and your full name

Only applications respecting these criteria will be considered.

Do not apply unless you meet minimum application requirements or you will not be considered.

This position is open for men and women, including persons living with disabilities

We reserve the right to close the recruitment before the date indicated.

Only short-listed candidates will be contacted

  • Employer: MEDAIR
  • Category: Development/Non-Profit
  • Location: Al-Dhale’e
  • Posted on: 9 September 2020
  • Deadline: 16 September 2020

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