Operations Coordinator

Closing date: 31 Jul 2009
Location: Democratic Republic of the Congo (the)

Responsible To: Deputy Country Director
Working With: Relevant medical and non-medical department
Location: Based In Kindu, Maniema Province, Democratic Repulic of Congo
Start Date: A.S.A.P

Duration: 12 Months
Allowance: £19,034 - £22,001 dependent on relevant experience, plus an annual cost of living allowance of £5,946, insurance cover, accommodation and flights

Only short-listed applicants will be contacted. Due to the urgency of 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 Democratic Republic of Congo (DRC - formerly Zaire) is the third largest country in Africa and one of the poorest. Decades of dictatorship and an ongoing, unresolved civil war has left much of the national infrastructure destroyed.

Merlin has been operational in eastern DRC since 1997 when it established emergency medical support to populations in Maniema Province. Merlin teams have been providing emergency medical care to the most vulnerable, accessible populations in Maniema Province, Kasai Oriental Province, North Kivu and Orientale Province, and in response to the Goma volcanic eruption of Jan 2002. Activities include: emergency response, primary health support and supply, secondary health support and supply, reproductive health, institutional capacity building, nutrition, wat/san, rehabilitation of health facilities.
- Merlin is the sole source of essential medical support for over 200 primary & secondary health facilities, providing health care to over 1,800,000 beneficiaries.
- In Maniema Province, Merlin is implementing a DFID (British government) funded 3 years free health care project throughout 10 health zones, as well as complementary HIV/AIDS, health facility rehabiliation and watsan projects
- In North Kivu, Merlin implements DFID, UNICEF, OFDA and ECHO funded primary healthcare projects in Manguredjipa, Biena, Oicha, Vuhovi Health Zones, in Kayna, Rutshuru and Birambizo Health Zones with emergency support to IDP’s within the province.

Merlin’s Goma office is a management and support office for nine field-site projects in eastern DRC. The office handles the financial and reporting aspects of a multi-millions dollar grant portfolio, the HR and administrative requirements for approximately 35 expatriates and 300 national staff, most national and all international purchasing, and in-country transportation (often by air) – of staff and material between the Goma office and field sites. Merlin’s head office for representation is located in the capital Kinshasa.

Merlin’s Maniema office is the coordination office for four field bases, and follows a multi-million dollar grant porfolio with HR and administrative requirements for approximately 12 expatriates and 160 national staff.

Projects Summary
Currently, three main programmes are being implemented by Merlin in Maniema :

- Support to primary health care across ten health zones Manemia: This 3 year programme covers health centre and wat/san rehabilitation and construction, drug and medical equipment supplies, training, partners capacity building, reproductive health, gender-based violence activities, specific support to reproductive health activities and support to immunisation campaigns.
- Support to Kindu Provincial Referral Hospital: Funded by DFID, this programme started in September 2002 and aimed at reviving Kindu hospital through rehabilitation, drug supplies, re-equipment and staff training. As with the Primary Health Care programme, Merlin team focusses on capacity-building to enhance the hospital self-sustainability.
- Global Fund HIV/AIDS Program: This project commenced in August 2005 and is primarily focused on prevention and control of STIs with health facility support to all 69 health facilities in eight health zones. Establishment of VCT services at Kindu hospital was undertaken with introduction of ARVs and related case management for opportunistic`infections within Kindu Hospital.
- Pooled Fund complementary projects: A set of 5 complementary projects focused in infrastructural rehabilitation of health facilites, watsan rehabilitation and reinforcement of cold chain.

Merlin aims to continue to invest in provision of lasting healthcare services for the communities in DRC, through building solid partnerships at both local and national level. The advent of large scale consortium support for the health sector will offer the opportunity to consolidate Merlin’s experience and organizational strengthens within the health sector, while influencing policy and practice in full collaboration with the MOH and partner agencies.

Main Purpose of the role
The Operations Coordinator position is a senior position within the Merlin DRC structure. The overall purpose of the position is to maintain and further develop Merlin’s position within the Province of Maniema.

Overall objectives
- Overall responsibility for effective and efficient management of the field projects consistent with the project management cycle
- Provision of leadership, support and capacity building to the Maniema team
- Support to Merlin teams in delivery of quality health programmes, through coordination, advice, information sharing and analysis
- To ensure that financial, logistics and HR systems and procedures are in place and followed

Responsibilities
Operational Management
- A good understanding of Merlin procedures, systems and guidelines
- Maintain a strong working relationship with the CD (Country Director), DCD (Deputy Country Director), CHD (Country Health Director), Logistics Coordinator, Finance Manager and the Admin/HR Manager
- 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 all non-medical international staff to ensure that appropriate Merlin management, administration, personnel, logistic, finance, and communication systems are in place
- Ensure regular communications are maintained between the field sites and Merlin Goma
- 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, DCD and CD, local stakeholders and project partners
- Travel as dictated by the need of the project, security and staff etc.

Security
- Ensure team security and safety in a highly changeable and volatile security environment
- Proactively monitor the political, military and security situation in the project areas and respond accordingly. Attend relevant meetings / forums and advise Deputy CD and CD about developments
- Work closely with the Maniema Security Focal Point to ensure field site security guidelines are implemented and regularly updated (quaterly) at all project locations in Maniema in collaboration with the Security officer in Goma with approval from the CD
- The Operations Coordinator is responsible for the execution of the project against the agreed objectives and within the agreed budgets. However, in carrying out these responsibilities the safety and security of the team are paramount
- Ensure all security incidents are appropriately recorded and reported accordingly to all relevant departments
- The Operations Coordinator is ultimately responsible for security in the Maniema project area and direct line manages the team’s Security focal point for Maniema Province

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

Logistics/Finance/Administration
- Ensure all projects adhere to Merlin’s systems and procedures
- Ensure that project implementation meets donor compliance requirements
- Ensure appropriate Merlin administrative, financial and logistical systems/procedures are in place, manitained and adhered to so that all support functions are carried out effectively and efficiently
- Ensure Merlin complies with all legal and bureaucratic requirements in country
- Ensure that the preparation of projected expenditures each month (cash book management) is done in a timely manner
- Responsible for accurate budget control and overall responsibility for financial management at the project site in line with project proposals
- Provide advice and assistance on budgets revision for submission to donors as necessary
- Ensure that an overview of project spending and financial reporting is maintained and provide advice and assistance if required

Human Resource Management
- To be responsible for the safety and well-being of all team members
- Optimise, in conjunction with other team members, the use of human, logistical and financial potential
- Plan national and international staff requirements for Maniema and liaise with the CMT
- In liaison with DCD, CD, and the HR/Adim Manager ensure all new team members are adequately briefed on arrival in the field, and departing team members are debriefed
- Work with DCD, CD and the HR/Admin Manager to maintain up-to-date job descriptions for international staff and prepare and maintain job descriptions for national staff
- Ensure that performance appraisals are carried out as per Merlin standards
- Maintain good inter-team communications, engender good team dynamics, and take suitable action when problems occur
- Support team members professionally and monitor and support stress management, including regular documented team meetings for planning and reporting purposes
- Work closely with HR/Admin Manager for capacity development and training of all national personnel
- Work closely with the HR/Admin Manager for national staff selection, recruitment, disciplinary actions, dismissal
- Initiate and maintain regular, minuted project team meetings

Representation
- To serve as Merlin’s direct focal point for representation with other NGOs, UN agencies, local and national government bodies in Maniema Province and with donors and other parties as necessary
- Be the project’s contact point with press and media, in discussion with DCD and prior approval from CD.
- Ensure all relevant parties are kept informed on Merlin activities as appropriate (e.g. donors, health authorities etc.).

Other
- Provide coverage for other posts when needed and carry out any other responsibilities as requested by the Deputy Country Director and Country Director

Person Specification
Essential
Qualifications, experience and competences

- Fluency in French & English (spoken and written)
- Previous field experience essential in an insecure humanitarian context, preferrably in a co-ordination role
- Strong project management skills including strong written skills in report and proposal writing
- Proven problem solving and organisational skills, flexibility and calm under pressure
- Proven experience in security management, including developing and implementing Standard Operating Procedures and security guidelines
- Experience in financial, budgetary and administrative management or related issues
- An understanding and interest in logistical systems and functions
- Familiarity with relevant software for logistics and accounting and office (MS Office systems)
- Ability to work under stressful conditions in an isolated area
- Excellent representation and interpersonal skills
- Good teamworker and team builder
- Willingness and capable to live and work closely with team members under isolated circumstances
- Strong leadership skills and a supportive management style

Desirable
Qualifications, experience and competences
- First-hand knowledge of DRC
- Experience of donor liasion
- Previous work experience with NGO
- Health/public health backgroun

How to apply
Please download an application form from our website http://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).