Medical Emergency Relief International (Merlin)
Medical Relief
Closing date: 31 May 2010
Location: Kenya
Location: Kenya
Job Description
Position: Project Coordinator
Location: Nairobi, covering South Central Somalia and also providing technical advice to Puntland Region – with frequent visits to Hargeisa and El Buur – where security permits
Contract Duration: 6 Months
Starting Date: ASAP
Responsible To: Deputy Country Director (DCD) with a technical reporting line to the Country Health Coordinator – Somalia (CHC)
Working with: Country Management team, health, logistics, finance, and HR and other Merlin staff
Salary: £23,670 - £24,420 per annum (dependant on relevant experience), inclusive of annual Cost of Living Allowance
Benefits: Insurance cover, accommodation, and annual leave entitlement of 24 days per annum rising to 30 days at the completion of 12 months of continuous employment with Merlin.
Only short-listed applicants will be contacted.
Due to security constraints, only candidates of Somali origin will be considered for the post. Applications will be short listed on a regular basis and we may offer this post before the closing date.
*Please note that 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
Merlin has been working in Somalia since 2003, and works in partnership with other agencies and the Somalia Support Secretariat. Merlin is currently implementing a communicable disease control programme in Puntland, three Global Fund programmes addressing HIV/AIDS, TB (in Puntland) and Malaria (throughout Somalia), and an OFDA-funded emergency health and nutrition programme in Ceel Buur, Central Somalia.
Main purpose of the role
The Project Coordinator with be responsible for the technical management and coordination of the South Central Somalia programme, while providing technical health advice to other programmes in the region, including Puntland. The role would support Merlin activities with a specific focus on overseeing project implementation, reporting, financial monitoring, logistics and supervising the administrative functions of relevant departments, specifically logistics and finance.
Overall Objectives (scope)
•To be an effective and efficient manager of the project consistent with the project management cycle, program objectives, activities and indicators.
•I think add something on quality of activities and appropriateness of organigramme (without mentioning restructuring or anything dramatic): what we need is someone who is going to tighten up the El Buur project and ensure that we have good quality activities that tailor with the needs (health and demographics) of the local communities. This means appropriate and effective services in the fixed clinics; further development of the outreach component; stronger monitoring systems and networks
•To develop and maintain an effective team with purpose and direction
•To review and update security protocols with staff and ensure team safety and compliance with security regulations and timely contextual analysis and adaptation where relevant
•To represent Merlin to the County Health and Social Welfare Teams, other NGOs, UN agencies, local government bodies and other relevant parties for the El Buur project
•To ensure appropriate Merlin administrative, financial and logistical systems/ procedures are in place, maintained and adhered to so that all support functions are carried out effectively and efficiently
•To promote Merlin’s objectives and respect the code of conduct, ie: impartiality, neutrality and independence within the Somali context.
•To respect Merlin’s internal procedures in carrying out the position responsibilities.
•In conjunction with the DCD and the CHC ensure planning, organisation and implementation of the Merlin Emergency Health Response project in Ceel Buur District, Galgadud region, Somalia and support the follow-up and implementation of the Puntland project
•To finalise the Remote Management Guidelines for El Buur in coordination with all other departments
Main Responsibilities
•Manage, supervise, coordinate and report on all project operations and activities for El Buur.
•Manage the available resources in such a way that project objectives are met in a timely manner ensuring quality for El Buur.
•Ensure work allocation is delegated appropriately to provide effective and quality outreach services for El Buur and for Puntland in coordination with the Puntland PC?.
•Ensure that the health concerns of the community with regard to project activities are fully reflected in the planning and implementation of activities for El Buur supporting the PC for Puntland where necessary.
•Provide leadership and direction to the multi-disciplinary district teams, jointly with UN and other agencies, to maximise all efforts towards effective co-ordination of humanitarian activities for El Buur / South-Central Somalia.
•Supervise and technically support the implementation of health interventions for El Buur and Puntland.
•Have overall responsibility for project monitoring to ensure appropriate and effective project outputs including organizing baseline and evaluation activities for El Buur, providing support to the PC for Puntland.
•Work in close conjunction with the CHC in coordination of activities.
•Ensure that the El Buur project is implemented according to the donor requirements and agreement.
•Prepare and submit El Buur project reports, including all support documentation, and ensure the timely submission of quality reports to the Country manager.
•Prepare amendments as necessary and ensure the full compliance with financial and logistics procedures in coordination with the Finance and Logistics departments.
•Establish communication and ensure collaboration with the local authorities, UN, NGOs, partners, community leaders and all other important stakeholders in the district developing networks for safe and confidential information-sharing and project improvement.
•Represent Merlin at meetings, coordination bodies, stakeholders and community at local (ie; Nairobi?) level.
•Review, up-date and finalise the current Remote Management Guidelines for El Buur (see JD for North Sudan?)?
Specific Responsibilities
Technical health advice
•Provide technical advice and support for the Ceel Bur programme – both from Nairobi and where possible, through visits to El Buur or from Hargeisa in Somaliland
•Act as supportl technical health advisor for the Puntland project (advisory capacity only)
Project Management and Development
•Overall responsibility for the management of the project through timely reporting and budget management
•Work in close collaboration with the Health staff to ensure effective and efficient management of the project resources consistent with the project management cycle, program objectives, activities and indicators
•Draw up work-plans, proposals and budgets for new projects/project extensions/on-going activities in conjunction with the relevant operations, logistics, medical and financial staff
•Ensure all relevant authorities are included in the planning and implementation of projects as appropriate
•Pro-actively contribute to project development and strategy- ensuring correspondence with the overall Merlin Somalia country strategy
•In conjunction with the Health staff ensure that monitoring systems are in place and that project reviews/ audits/evaluations are undertaken periodically in conjunction with the Country Management Team, the project teams, local stakeholders and project partners
Representation
•Participate in donor visits and relevant discussions with donors to ensure on-going funding of the project.
•Represent the project/ Merlin to local government authorities and other parties as necessary
•In discussion with the Country Director/DCD, and according to Merlin guidelines, be the project’s contact with the local media
•Ensure all relevant parties are kept informed on Merlin activities as appropriate.
Security
•Prioritise team safety by attending relevant meeting / forums and proactively monitoring the political, military, and security situation in the project areas and ensuring adaptation of project activities / staff movements accordingly.
•In collaboration with the DCD, regularly update and ensure adherence to the security guidelines and regulations
•Ensure a healthy balance between staff security and project needs through liaison and discussion with the Country Director and/or Safety Officer
•Ensure that Merlin security guidelines are followed and report any security incidents as required to the DCD / in their absence, Coordination-level Focal Point.
Logistics
•Coordinate the logistics activities in the field with the other project team members.
•Responsible for maintaining Merlin’s stock control system, ordering system and procurement procedures.
•In collaboration with relevant field and Nairobi staff, manage the field’s logistical activities including international and local procurement
•Ensure that Merlin procured materials and equipment are safely stored, properly utilized and accounted for per Merlin’s internal policies.
•Organize for the transportation-booking requirements of the project.
•Responsible for the management of hired vehicles.
•Supervise the work of personnel related to driving and to the maintenance of vehicles and related to handling goods.
•Ensure that the users of vehicles/motorbikes apply driver’s rules in accordance with road regulations in the country and with Merlin’s rules.
•Organize the logistical support for all Merlin supported health and training activities.
•Support logistics management of local office and guesthouse.
Finance
•Accurately manage and control the project budget through the preparation and submission of projected expenditures and monthly monitoring of expenditure versus the budget reports to ensure neither overspends nor underspends occur
•In collaboration with the Country Finance Director, control project budget and oversee project financial management.
•Ensure timely and accurate financial reporting to Nairobi, flagging any potential issues in a timely manner and working with the wider team to resolve these.
Administration
•As budget holder, ensure the appropriate administrative, financial and logistical Merlin systems/procedures are in place within Merlin and MOH&SW SOPs are established within the CHT&SW, maintained and adhered to so that all support functions are consistently carried out effectively, efficiently and in a transparent manner
•Maintain familiarity with donor compliance issues, ensuring all projects are compliant with donor and Merlin procedures
•Document the project for transparency and future donor inspection/audit
•Ensure good communications are established and maintained between the Buchanan
Human Resource Management
•Overall responsibility for the safety and wellbeing of all staff
•Maintain good teamwork and communications
•Assist in recruitment planning for national and international staff and where relevant contribute to job descriptions and staff selection
•Ensure that regular appraisals are carried out and as per Merlin standard requirements and procedures
•Recruit and manage all local staff at the district level ensuring they have the necessary induction and support as appropriate.
Other
•Provide coverage for other posts when necessary and carry out any other responsibilities as requested by the DCD
Person Specification
Essential
•A university level qualification in public health, development, social sciences or other relevant area
•Medic background
•Good level of field experience in a humanitarian and/or development oversees context preferably in a co-ordination/management/operations role, including the following experience:
Logistics
Report writing
Project cycle management
Financial and administrative management
•Experience of organisational change
•Excellent relationship building and diplomacy skills
•Experience with remote project management
•Good organisational skills with a flexible approach to managing and prioritising a heavy workload and multiple tasks in a fast paced environment with tight deadlines
•Strong problem solving skills and experience of proactively identifying and addressing issues
•Good leadership skills with a supportive, consultative management style
•Excellent team worker with experience of establishing strong working relationships with colleagues from different functions and cultures
•Strong communication skills, with excellent written and spoken English
•Confident and proficient in the use of MS Office
•An understanding of, and commitment to, Merlin’s mission and values
•An ability to live and work in a hot and humid environment
•Previous field coordination and management experience of primary and community health care projects
•Proven problem solving and organisational skills
•Experience in budget management
•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 Africa within health care projects/public health
•Additional management and overseas developing/post conflict country work experience
•Previous experience of working with local implementing partners particularly in a capacity building role.
•Qualification in Public/Community Health and/or Development studies
•Strong background in humanitarian projects
•Experience of working in Somalia
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. Where required by donors funding requirements, some job offers are conditional on our ensuring that potential employees’ names do not appear on counter terrorism lists generated by the United Nations, European Union or the United States. On submitting your application, you are agreeing to Merlin using the information that you have given for checking that your name does not appear on these lists.
How to apply
To apply for this positionPlease download an application form from our website www.merlin.org.uk Completed form should be emailed to applications@merlin-uk.org stating in the subject field the job title, country and reference number (if any).
Reference Code: RW_84RETA-50