Key Activity Areas
Base ManagementManage the daily functionality of the base, ensuring utilities, food and other supplies are available, that security routines are monitored and maintained. Coordinating the routine maintenance of base infrastructure and equipment.
Liaise with external contacts, such as landlords, utility companies, local tradesmen and contractors, service providers, etc, ensuring services are delivered on time and on budget.
Welcome and brief new Medair staff and visitors to the base.
Monitor base expenditure, ensuring the correct financial procedures for the base and the project are followed and that all payments are in line with base budgets.
Coordinate with relevant authorities and other NGOs. Make sure funds will be available on time.
LogisticsEnsure that logistics procedures are followed, particularly in procurement, storage and transportation.
Supervise the warehouse keep, the stock counts, vehicles and motorbike maintenance.
AdministrationDraw 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.
Ensure a clear 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.
CommunicationDevelop a communication structure to ensure all are kept informed of base-related activities.
Develop and maintain positive relationships with suppliers, local authorities, other NGOs.
Staff ManagementManage and oversee the program base staff including recruitment, day-to-day management, development and training, appraisal, etc.
On occasions work with casual labor (including hiring, coordinating workload and payment) to achieve specific, time-bound tasks.
Support the project teams during recruitment process.
Inform and train all support and project staff to ensure that Medair HR policy is followed by everyone.
Security ManagementAs the base security focal point report security incidents to the CD.
Track staffs movements and perform control calls to ensure all staff are accounted for at all times.
Ensure all staffs are trained in base security plan, emergency procedures, first aid and fire procedures.
Ensures that all field staff have received proper motorbike off road training.
Is responsible to ensure that all field agents have proper security equipment during field trips.
PSM is also the base health advisor. Assists in medical evacuations.
Team Spiritual LifeReflect 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.
QualificationsUniversity degree in a relevant subject or equivalent professional / technical qualification
Strong working knowledge of English and French (spoken and written).
Experience / CompetenciesRelevant professional experience in an administrative position.
Team-player with good communication and inter-personal skills.
Problem solving ability; strong administrative skills; good numerical and report writing skills.
Attention to detail; able to oversee multiple tasks, prioritising and delegating as required.
Enthusiastic with a “can-do” attitude; able to build trust and enforce procedures.
Able to develop and maintain effective relationships with internal and external stakeholders.
Capacity to work under pressure and manage personal stress levels.
Committed to consultative leadership. Experience and willingness in training/mentoring staff.
Dynamic, mature, energetic, hard-working, creative, open-minded, flexible and self-learner.
Working and living in a remote area with challenges of access and relative insecurity in the South of Madagascar.
Before you apply, please ensure you are fully aware of the:Medair organisational values.
Profiles sought for Internationally Recruited Staff (IRS).
Medair Relief & Recovery Orientation Course (ROC) (which forms part of the recruitment selection process for field positions).
Benefits Package provided for Internationally Recruited Staff (IRS)
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