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Interim Operations Coordinator
Source: Merlin - UK
Jckelyne Weeks
| Deadline: | 06 Dec 2009 |
| Organisation: | Merlin - UK |
| Location: | Sudan |
| Type: | temporary |
| Salary: | 40-50 (000's USD) |
| Description: | Responsible To: Country Director
Working With: Country Management Team; Project Teams (Project Coordinators); Regional Programmes Manager-London; Location: Nyala, South Darfur, Sudan Start Date: ASAP Duration: 4 to 12 weeks Salary: £26,131- £28,356 per annum (dependant on relevant experience) inclusive of annual Cost of Living allowance. Benefits: Insurance cover, accommodation, return flights, annual loyalty bonus, R&R and 24 days annual leave rising to 29 days after 12 months. Only short-listed applicants will be contacted. Due to the urgency of recruitment for this position, applications will be short listed on a regular basis and we may offer this post before the closing date. Please note this is an unaccompanied position Merlin International Profile Merlin specialises in health, saving lives in times of crisis and helping to rebuild shattered health services. Each year, Merlin helps more than 15 million people in up to 20 countries. Context and Background The goal of the Sudan mission is to address humanitarian and health crises within Sudan, with particular focus on Darfur (Western Sudan) while increasing capacity of local structures to deliver effective and quality primary health care services. Over two million people are now thought to have been displaced since the commencement of hostilities in the Darfur region, many of whom continue to be in acute need of emergency assistance. These needs are further exacerbated by seasonal rains & food shortages due to interruptions of agricultural cycles. Developments at the peace process level may initiate population returns in certain areas, while other areas continue to experience displacement. Merlin has been working in Darfur since late 2004, and currently runs 4 projects across South Darfur. Merlin's primary health care interventions provide quality services through both static and outreach mobile clinic services. Activities increase community-level access to health care by establishing static primary health clinics in former mobile clinic locations, and starting new mobile sites where population movements indicate severe need. The programme will also extend health education: Merlin believes that preventive health care has significant impacts on health status. This is embedded in a context where Merlin collaborates closely with Sudan's Ministry of Health and other government agencies for material and human resource support for projects. The focus for 2008 will be the continuation of the primary health care provision within the areas we're already supporting with the addition of nutritional support on a CTC basis. Main purpose of the role The Operations Coordinator position is a senior position within Merlin South Darfur structure and is a member of the Country Management Team (CMT). The overall objective of the position is to assist and support the Country Director in the in implementing Sudan country strategy and programme activities ensuring all Merlin's standard policies and best practice is adhered to. The role will provide leadership, and technical support and capacity building to the Programme Coordinators in all areas of their roles. Overall Objectives (scope) To contribute to country strategy & annual planning with teams To act as Country Director (CD) in the CD's absence To support CD, where delegated, in security management of teams To support the CD to ensure that Merlin is able to deliver quality health programmes in above areas To support Merlin teams in delivery of quality health programmes, through coordination, advice, information sharing & analysis To ensure that financial, logistics and HR systems and procedures are in place and followed Ensure relevant coordination with MoH, communities & other NGOs To co-ordinate activities between all field sites in Darfur and the capital office Responsibilities Operational Management Overall responsibility for effective and efficient management of the field projects consistent with the project management cycle assisting teams with regularly up-dated and implemented project work plans A good understanding of Merlin procedures, systems and guidelines. Maintain a strong working relationship with the Country Health Director) (CHD), Logistics Coordinator and Finance and Administration Manager (FAM). Ensure adherence to timelines for all relevant proposals and review as necessary. Timely reporting in line with the relevant donor contracts and compliance requirements. Line-manage the Project Coordinators to ensure that appropriate Merlin management, administration, personnel, logistic, finance, and communication systems are in place and being followed. Ensure regular communications are maintained between the field sites and Merlin Juba, Monitor the evolving humanitarian situation in the project region and consider strategic and immediate responses Ensure monitoring systems are in place and that project reviews/audits are carried out periodically in conjunction with the team and CD, local stakeholders and project partners. Travel as dictated by the need of the project, security and staff etc. Participate as a member of the Country Management Team Programme Development Ensure all relevant authorities are included in the planning and implementation of projects as appropriate Draw up plans, proposals and budgets for new projects/extensions of projects in conjunction with the relevant team, medical and financial staff Proactively contribute to programme development and strategy Security Together with the Advisor, ensure that security incidents are reported in a timely and concise manner from the field and that this information in shared with Merlin HQ Monitor the political, military and security situation in the project areas and coordinate with the Advisor and CD to respond accordingly. Ensure a healthy balance between staff security and programme needs through liaison and discussion with the Advisor Facilitate the evacuation of field-based teams if necessary. Logistics/Finance/Administration Ensure all projects adhere to Merlin's systems and procedures Ensure that project implementation meets donor compliance requirements Ensure appropriate administrative, financial and logistical Merlin systems/procedures are in place, maintained and adhered to so that all support functions are carried out effectively and efficiently Together with CMT Ensure Merlin complies with all legal and bureaucratic requirements in country Ensure the timely preparation of projected expenditures each month (cash book management) Responsible for accurate budget control and overall responsibility for ensuring financial management at the project site in line with project proposals. Oversee budgets revision for submission to donors and provide advice and assistance where necessary Ensure that an overview of project spending and financial reporting is maintained and provide advice and assistance if required Human Resource Management Responsible for the management of all Programme Coordinators Optimize, in conjunction with other team members, the use of human, logistical and financial potential. Plan national and international staff requirements and liaise with the CMT In liaison with CD, ensure all new team members are adequately briefed on arrival in the field, and departing team members are debriefed Work with CD to maintain up-to-date job descriptions for international staff. Together with the HR Manager and Project Coordinators prepare and maintain job descriptions for national staff Maintain good inter-team communications engender good team dynamics, and take suitable action when problems occur. Ensure that Merlin's staff policies and procedures are understood and correctly followed. Support Project Coordinators professionally and monitor and support stress management, including regular documented team meetings for planning and reporting purposes. Carry out appraisals as per Merlin standard requirements and procedures Ensure all new team members are adequately briefed on arrival in the field, and departing team members are debriefed Together with HR Manager and Project Coordinators ensure capacity development and training of all national personnel Together with HR Manager and Project Coordinators ensure a robust recruitment and selection process is established for national staff and a legally compliant disciplinary and dismissal procedure Initiate and maintain regular, minuted project team meetings Representation As agreed with the CD's approval, represent Merlin to donors, authorities, NGOs and other parties as necessary. Ensure all relevant parties are kept informed of Merlin activities as appropriate (e.g. donors, health authorities etc.) Be the project's contact with press and media, in discussion and prior approval from CD, and capable of giving media interviews Ensure all relevant parties are kept informed on Merlin activities as appropriate. Person Specification Essential Extensive field level NGO experience Extensive experience of project management in developing countries including: Project needs assessment Project proposal development, logical framework, and report and proposal writing Strong Human resource management experience Experience in budget management Understanding of logistics Experience of donor reporting requirements Proven security management experience Diplomatic and an effective communicator at all levels Ability to liaise with MoH, local authorities, NGOs, other agencies and donors Supportive personnel management style, with the ability to capacity build Strong leadership skills Ability to write/edit quality project proposals and reports in English. Flexibility and ability to work within different cultural and political environments. Ability to adapt to isolated and potentially insecure environments Willingness and ability to travel and live in insecure environments Strong communication skills, with excellent written and spoken English Confident and proficient in the use of MS Office Experience of establishing strong working relationships with colleagues from different functions and cultures Experience of a flexible approach to managing and prioritising a high workload and multiple tasks in a fast paced environment with tight deadlines Experience of proactively identifying and addressing issues An understanding of and commitment to Merlin's mission and values Desirable. Previous experience of working in East Africa. Strong experience of setting up systems and procedures. To apply for this vacancy Please download an application form from our website www.merlin.org.uk Completed applications should be emailed to applications@merlin-uk.org stating in the subject field the job title, country and reference number (if any) of the vacancy you have applied for. Data Protection Please note, on submitting your application, you are agreeing to Merlin holding and using the information that you have given for the purposes of recruitment and employment - should an offer be made. In order to process your job application, it may be necessary for your application to be sent to the Country Director (in the country you are applying for) for consideration. If you do not agree with this, please state so when applying. |
Contact Details
| Name: | Jackelyne Weeks |
| Email: | applications@merlin-uk.org |
