Project Coordinator
Medical Emergency Relief International (Merlin)
Closing date: 20 Dec 2010
Location: Somalia
Job Description
Position: Project Coordinator Puntland
Responsible To: Country Director
Relationships Internally: All Nairobi and field based programme and support staff
Relationships Externally: Governmental and non governmental counterparts, Communities and their leaders, UN agencies (UNICEF, WHO, WFP), donors, external consultants and contractors.
Location: Nairobi or Hargeyssa (Somaliland) until the security situation allows for the post holder to be based in Garowe, Puntland.
Start Date: ASAP
Duration: 12 Months
Salary: £24,600 - £25,350 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 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
Merlin has been working in Somalia since 2004 with its first office opened in Garowe, the capital of Puntland State of Somalia. Since then, Merlin has been expanding and scaling up its programmes in Somalia and Merlin is operational in all three regions of Somalia, namely Somaliland, Puntland, and South Central Somalia and has established office bases in Hargeissa, Garowe, and El-Buur. Merlin is currently implementing HIV/AIDS, TB, Early Warning and Response, and Communicable Disease Control, and Primary Health Care projects in Puntland.
In implementing its programmes in Somalia, Merlin is working in partnership with the Ministry of Health (particularly in Puntland and Somaliland) and in close collaboration and coordination with other national and international actors as well as communities. Merlin is a member of the Somalia Support Secretariat (SSS) and plays an active role in the Somalia Health Sector Committee forum. Since January 2008, Merlin has been the lead agency for Puntland region health cluster and since August 2008, also took the role of co-chairing the Somalia national health cluster with WHO.
Main purpose of the role
The overall objective of the Project Coordinator (PC) position is to oversee the effective management and development of Merlin programmes, personnel, and resources in Puntland in accordance with Merlin systems, procedures, policies, and standards. The PC will also represent Merlin in meetings and forums related to Puntland programme and act as security focal point. The postholder will be based in Nairobi or Hargeyssa (the capital of Somaliland) and provide necessary management and support to the field based national staff through remote management and support system, with regular field trips to Puntland.
Overall Objectives (scope)
• To promote Merlin’s objectives and respect the code of conduct.
• To respect Merlin’s internal procedures in carrying out the position responsibilities.
• In conjunction with the Country Director and the Country Health Director ensure planning, organisation and implementation of the Merlin Emergency Health Response project in Ceel Buur District, Galgadud region, Somalia
Main Responsibilities
Programme management and development:
• Overall responsibility to oversee the effective and efficient management, quality, and coordination of all Merlin programmes in Puntland ensuring that they meet their intended objectives, consistent with the project proposals, plans, and targets.
• Ensure monitoring systems and frameworks are developed, implemented, and that project reviews and evaluations are carried out as planned with the appropriate participation of stakeholders and partners at all stages.
• Employ participatory approaches to ensure communities and other stakeholders’ acceptance, transparency, and accountability of Merlin programmes in Puntland.
• Assist the programme staff in the process of work plan development, implementation and monitoring, analysis, documentation, reporting, and dissemination.
• Develop and maintain good working relationships and networking with relevant stakeholders including District Administration Council, national and international organisations, UN agencies (UNICEF, WHO, WFP), and donors.
• Ensure that quality project narrative and financial internal and donor reports are completed and submitted to Nairobi office on timely manner in accordance with the requirements of Merlin and the donor/s.
• In consultation with the Country Director (CD) and Country Health Director (CHD) and in accordance with Merlin Somalia Country Strategic Plan, lead the process of programme development in Puntland including needs assessments and analysis, preparation of draft project concept notes, proposals, and budgets.
• Lead the process of civil society mapping exercise in Puntland, and in consultation with the CD and CHD initiate the creation of partnerships and consortiums with other relevant actors for new programmes.
• Establish and maintain effective internal and beneficiary accountability mechanisms and systems for the Puntland programmes.
Support functions (finance, logistics, and HR/Admin)
• Ensure that Merlin finance, logistics, and HR/Admin policies, systems, and procedures are established and are adhered to.
• Oversee the management and coordination of finance, logistics, and HR/Admin support functions of Puntland programme ensuring that adequate and timely support is provided for effective programme implementation.
• Ensure that Merlin complies with all legal requirements, regulations and laws including tax and all Merlin contractual obligations in the programme area.
• Ensure regular communication is maintained between the field and Nairobi offices.
Financial management
• Oversee the financial management of Merlin Puntland programme including ensuring accurate budget coding and allocation.
• Review monthly financial accounts, forecast projections, and submit monthly fund transfer requests and financial reports and documents to Nairobi office on a timely manner.
• Ensure that all expenditures are within the approved project budgets and monitor expenditure against budgets on monthly basis.
• Undertake budget revisions including budget realignments and amendments and submit to Nairobi office on a timely manner for negotiation with donors.
• Prepare draft budgets for new projects and submit to Nairobi office.
Logistics
• Responsible for ensuring that the Merlin logistics policies and procedures are established and implemented in Puntland.
• In consultation and coordination with field based programme and support function staff as well as the Logistics Coordinator and CHD in Nairobi, develop, implement and monitor detail procurement plans for each project from the outset.
• Ensure that asset lists and inventory are maintained in accurate and up-to-date manner at all times.
• Ensure that monthly logistics reports are compiled, reviewed and submitted to Nairobi office on a monthly basis.
• Ensure that Merlin procurement procedures are followed and that authorisation levels are adhered to.
• Ensure that Merlin transport policies and procedures are adhered to including conducting monthly fuel consumption analysis.
• Ensure that renting of vehicles are made as per the project proposal and budget and based on signed and valid contracts.
Human Resource and Administration
• In consultation and coordination with the CD, CHD, and HR/Admin Manager and in accordance with Merlin Somalia HR manual; be responsible for national staff selection, recruitment, and disciplinary processes ensuring transparency and active involvement of the District Administration Council composed of clan leaders.
• Be responsible for overall management and development of Merlin staff in Puntland.
• Ensure that all Merlin staff contracts and job descriptions are up-to-date at all times and personnel files are maintained properly and securely with copies sent to Nairobi office.
• Ensure that timely staff performance appraisals are conducted for all Merlin staff in Puntland as per Merlin policy and procedures.
• Ensure that all new staff is briefed on joining Merlin in the field and that clearance procedures are followed and debriefing is conducted for staff leaving Merlin.
• Assist the CD, CHD, and HR/Admin Manager in the development of TORs and recruitment of external consultants and facilitate and monitor their field work (e.g. surveys, evaluations, assessments, etc.).
• Maintain good team communications and positive dynamics.
• Support team members professionally and monitor and support stress management.
• Ensure that all Merlin contractual matters including lease agreements of premises are up-to-date and well maintained at all times.
• Be responsible for managing national staff payroll ensuring compliance with national/local regulations including income tax deductions.
Security
• In consultation with field based staff and the Logistics Coordinator in Nairobi, develop, review, implement, and monitor security and safety guidelines and documentation for Merlin Puntland.
• Be the focal point for security and safety of Merlin staff and resources in Puntland .
• Continuously monitor the security and safety situation in Somalia in general and Puntland, and update and liaise with the CD, CHD and Logistics Coordinator on all security and related matters and act accordingly.
• Actively participate in all inter-agency security forums and meetings and maintain good networking with all relevant stakeholders including UN and NGOs.
• In consultation with the CD and Logistics Coordinator, provide timely and adequate advice to all Merlin staff in Puntland and necessary take proactive measures to minimise vulnerability of staff to existing and/or new threats and risks.
• Report all security incidents to the Countr y Director and Logistics Coordinator in Nairobi on a timely manner and as per the Merlin security and safety guidelines, and ensure timely completion of incident reports
Representation
• Represent Merlin in matters related to Merlin Puntland programme including in coordination meetings and forums.
• Ensure all relevant stakeholders including community representatives/clan leaders are kept informed of Merlin activities as appropriate.
• Keep abreast of the general regional context including humanitarian and security situations and developments and update the CD, CHD and Logistics Coordinator through weekly sitreps and regular phone and e-mail communications.
• In consultation with the CD, act as the contact person for press and media regarding the Puntland programme.
Other
• To monitor the effectiveness of the Merlin Somalia remote management and support systems and make necessary recommendations to the CD and CHD for improvement.
• To respect all Merlin organisational and country specific policies, procedures, and regulations.
• Carry out any other duties as requested by the Country Director and Country Health Director.
Person Specification
Essential
Qualifications, experience and competences
• Previous field experience in management and coordination of primary and community health care projects, including monitoring and evaluation.
• Proven experience of programme development, ideally in a public health context including project proposal and logical-framework designing and budget preparation.
• Proven field experience in security management preferably in a remote or insecure environment
• Ability to work in and manage programme and staff in insecure and volatile environment.
• Proven experience in financial and budget management.
• Strong leadership and strategic thinking skills
• Supportive human resources and team management experience and skills.
• Knowledge of logistics and internal control systems.
• Representation and networking experience and skills.
• Proven problem solving and organisational skills
• Strong analytical and research skills
• Good understanding of humanitarian and development issues
• 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
Qualifications, experience and competences
• Advanced degree in social sciences.
• Experience of working in Somalia
• Good understanding of public health.
• Somali language is an advantage.
• Previous experience of working in a remote or insecure environment
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.
How to apply
To apply for this position
Please 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_8AELYN-23