Job Description
Position: Operations Manager
Responsible To: Project Coordinator
Working With: Programme Management Team; Country Management Team
Location: Kenya – Kisii and Lodwar
Start Date: ASAP
Duration: 12 months – renewal pending funding
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 specializes 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 operational in Kenya since 1998 and maintains a regional office in Nairobi, which directly manages the Kenya and Somalia country programmes. Merlin provides health and nutrition assistance to the drought affected population in Turkana district of Northern Kenya in collaboration with other agencies and the MoH.
Other operations in Kenya include Malaria, HIV/AIDS and TB control projects in Kisii, Gucha and Nyamira districts of Nyanza province, HIV/TB behavior change interventions and research work amongst the vulnerable communities of Lake Victoria region and HIV/AIDS and TB interventions in Turkana District.
Merlin started emergency interventions in Kisii, Kisumu and Nakuru assisting populations that had been displaced as a result of the post-election violence.
Having been operational in Somalia since 2004, we recently started implementing a health and nutrition Programme in Galgadud region. Merlin is also currently supporting three health Programmes in Puntland state of Somalia and provides technical coordination and capacity strengthening for the GFATM malaria Programme for all of Somalia.
Merlin has joined the Gedo Health Consortium, a primary health care Programme, and has been nominated as the lead agency for the Somalia Interagency Health Cluster. Merlin will start soon a nutrition and primary health care project in Awdal, Somaliland and is hoping to expand in South and central with a primary health care project.
Main purpose of the role
The Operations Coordinator position is a senior national staff position within Merlin Kenya structure and is a member of the Project Management Team (PMT).
The overall objective of the position is to assist and support the Country Director in the management and coordination of Kenya Merlin projects, strengthening the quality and level of operational support provided to all field project sites and ensuring that Merlin organizational and country specific strategies, plans, policies, and procedures are effectively implemented in all locations in collaboration with the relevant department in a timely manner.
Overall Objectives (scope)
Objectives include:
Position: Operations Manager
Responsible To: Project Coordinator
Working With: Programme Management Team; Country Management Team
Location: Kenya – Kisii and Lodwar
Start Date: ASAP
Duration: 12 months – renewal pending funding
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 specializes 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 operational in Kenya since 1998 and maintains a regional office in Nairobi, which directly manages the Kenya and Somalia country programmes. Merlin provides health and nutrition assistance to the drought affected population in Turkana district of Northern Kenya in collaboration with other agencies and the MoH.
Other operations in Kenya include Malaria, HIV/AIDS and TB control projects in Kisii, Gucha and Nyamira districts of Nyanza province, HIV/TB behavior change interventions and research work amongst the vulnerable communities of Lake Victoria region and HIV/AIDS and TB interventions in Turkana District.
Merlin started emergency interventions in Kisii, Kisumu and Nakuru assisting populations that had been displaced as a result of the post-election violence.
Having been operational in Somalia since 2004, we recently started implementing a health and nutrition Programme in Galgadud region. Merlin is also currently supporting three health Programmes in Puntland state of Somalia and provides technical coordination and capacity strengthening for the GFATM malaria Programme for all of Somalia.
Merlin has joined the Gedo Health Consortium, a primary health care Programme, and has been nominated as the lead agency for the Somalia Interagency Health Cluster. Merlin will start soon a nutrition and primary health care project in Awdal, Somaliland and is hoping to expand in South and central with a primary health care project.
Main purpose of the role
The Operations Coordinator position is a senior national staff position within Merlin Kenya structure and is a member of the Project Management Team (PMT).
The overall objective of the position is to assist and support the Country Director in the management and coordination of Kenya Merlin projects, strengthening the quality and level of operational support provided to all field project sites and ensuring that Merlin organizational and country specific strategies, plans, policies, and procedures are effectively implemented in all locations in collaboration with the relevant department in a timely manner.
Overall Objectives (scope)
Objectives include:
- to contribute to project strategy & annual planning with the PC and teams
- to support the PC, where delegated, in security management of teams with the LogCo
- to ensure that Merlin is able to deliver quality health programmes, supporting Merlin field teams in this, through coordination, advice, information sharing & analysis
- to assist the PC and the PHC in the development, review, implementation and monitoring of a remote management and support strategy for the Somalia programme
- to manage and support the PCs and ensure that financial, logistics and HR systems and procedures are in place and followed, liaising with relevant PMT members
- to maintain regular communications with PCs and report back to the PMT the points of discussion and follow-up
- to support timely and appropriate linkage between Merlin, the MoH, communities and community groups as well as other INGOs in project areas in coordination with the PCs, and PHC
Responsibilities
Operational Management
Operational Management
- Line-manage the Kenya Project Coordinators to ensure that project design, quality and outreach is consistent with the needs and objectives of Merlin to respond to these and with the Country Strategies and Annual Plans
- Ensure that appropriate Merlin management, administration, personnel, logistics, finance, and communication systems are in place and being followed
- Maintain a strong working relationship with the Programme Director, Project Health Coordinator (CHC), Logistics Coordinator, Finance Director, Human Resources and Administration Manager in order to achieve the above in both project implementation, preparation, review and reporting.
- Ensure regular communications are maintained between the field sites and Merlin Nairobi
- Responsible for effective and efficient management of the field projects consistent with the project management cycle.
- Ensure monitoring systems are in place and that project reviews/audits are carried out periodically in conjunction with the team, CD and CHC, local stakeholders and project partners
- Monitor the evolving humanitarian situation in the project region and consider strategic and immediate responses together with the CD and CHC
- Ensure adherence to timelines for all relevant proposals and reports, ensuring their quality as well as timely production and submission to the CD in accordance with Merlin and donor contractual agreements
- Regular travel to all project sites, according to accessibility / security.
- Assist the CD in organizing and facilitating monthly Senior Management Team (SMT) meetings as well as quarterly Country Management Team (CMT) meetings and follow-up and report on the implementation and achievements of agreed action points.
- Participate as a member of the Country Management Team
Security
- Assist PCs develop and update project security plans on a regular basis (or according to change in trend), in collaboration with the Country Director and the LogCo
- Monitor the political, economic, military and security situation in the project areas and make recommendations for response / adaptation accordingly.
- Ensure that security incidents are reported in a timely and concise manner from the field and that this information is shared with Merlin HO in collaboration with the. PC, CD and LogCo
- Facilitate the evacuation of field-based teams if necessary in coordination with the, PC and LogCo (CHC is responsible for medivacs).
- Attend security meetings organized at the local level and maintain regular contact with other NGO/UN security focal points in coordination with the, PC, LogCo and CD.
Programme Development
- Ensure all relevant authorities and communities 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, financial and logistical staff
- Proactively contribute to programme development and strategy with the PC and PHC, as well as annual plans and their implementation, looking towards innovative approaches and tools for health-system strengthening and emergency response as relevant to population outreach
Programme Management
- Ensure that projects remain within the remit of their initial design, budget and proposal with the PHC and Finance Compliance Manager
- Together with the PC, PHC and LogCo, ensure the establishment of appropriate systems and plans in project sites to deal with emergencies and provide leadership for staff and volunteers in emergencies
- Together with the PHC, ensure the establishment of systems and standards for assessment and monitoring/evaluation of programmes against their strategic aims
- Ensure there is a regular, documented forum / meeting for all key staff including PCs and MedCos to discuss and plan programme objectives and plans
Logistics/Finance/Administration
- Together with the relevant PMT members, 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 and meet donor compliance requirements
- Together with the Finance Compliance Manager and PCs, monitor project expenditure through the monthly BvAs and other appropriate mechanisms, ensuring analyses and recommendations are shared with the teams and that projects are implemented within their budgets, assisting teams to forecast and plan when and where necessary
- Together with the Finance Manager and PCs, over see budget preparation, setting the parameters and the process, ensuring compliance to Merlin, donor and national requirements
Human Resource Management
- Assist the PCs in optimizing, in conjunction with other team members, the use of human, logistical and financial potential within the project teams.
- In liaison with the HRM, ensure all new team members are adequately briefed on arrival in the field, and departing team members are debriefed
- Work with the HRM to maintain up-to-date job descriptions for international staff and prepare and maintain job descriptions for any regional and national staff in conjunction with the PCs
- Maintain good inter and intra-team communications, supporting good team dynamics, and suitable action when problems occur.
- Together with the HR Manager, and PC ensure that Merlin’s staff policies and procedures are understood and correctly followed by field staff.
- Support team members professionally and monitor and support stress management, including regular documented team meetings for planning and reporting purposes.
- Ensure all new team members are adequately briefed on arrival in the field, and departing team members are debriefed
- Together with the PMT ensure capacity development and training of all national personnel, supporting international personnel where relevant
- Support PCs in national staff selection, recruitment, disciplinary actions, dismissal procedures and systems, together with HRM.
- Ensure regular, minuted project team meetings
Other:
- To act as Project Coordinator (PC) in his/her absence, as requested.
- To undertake any other tasks and duties assigned by the PC.
Person Specification
Essential
Qualifications, experience and competences
Essential
Qualifications, experience and competences
- Extensive experience of project management experience in developing , preferably in the health sector including;
- Project needs assessment
- Project proposal development, logical framework, and report and proposal writing
- Personnel management
- Proven experience of security management in conflict zones and willingness to work in an insecure environment.
- Strong experience in a position with responsibility for preparing procurement plans and organizing procurement systems for works, goods, and services.
- Proven ability to organise and find innovative solutions to complex problems under difficult conditions.
- Experience in budget management
- Experience of donor reporting requirements.
- Good team player.
- Good training/capacity building and management skills.
- Supportive personnel management style
- Team builder with an ability to train and coach staff
- Strong communication skills, with excellent written and spoken English
- Confident and proficient in the use of MS Office
- Flexible attitude to changing priorities
- Ability to work on own initiative
- Diplomatic and an effective communicator at all levels
- Experience of establishing strong working relationships with colleagues from different functions and cultures
- Experience of a flexible approach to managing and prioritizing 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
- An understanding of logistics.
- Previous experience in health or public health background
Due to the urgency of these positions, applications will be considered as they come and the vacancy may be filled before the stated deadline.
Merlin, Kenya Programme
PO Box 3350-00200, Nairobi
Email address: recruitment@merlin-eastafrica.org