Operations Manager

Responsible To: Country Director Working With: Country Management Team; Project Teams (Project Coordinators); Regional Programmes Manager - London; Location: Ethiopia, Addis Ababa with extensive travel to field sites Start Date: ASAP Duration: 12 months Salary: £30,600 - £31,350 per annum (dependant on relevant experience) 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 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 In October 2002 MERLIN was invited by the Ethiopian Ministry of Foreign Affairs to conduct a health needs assessment in the context of the most recent drought and the crisis in the health sector. In 2003, Merlin began operations in Ethiopia. Since then programs carried out in different areas of the country have focused mainly on primary health care (PHC) support, management of severe acute malnutrition, malaria prevention, response to Acute-Watery-Diarrhea (AWD) outbreaks, Water-Hygiene-Sanitation (WASH) interventions, and the capacity building for health staff.

Currently (November 2010) more than 150 MERLIN health and support staff work along with our Ministry of Health (MoH) colleagues in 14 districts of two regions, which are heavily affected by poverty, droughts and internal conflict.

MERLIN’s Primary Health Care interventions in Ethiopia are implemented through a direct assistance to the MoH on its different administrative levels. We are supporting health posts, centers and a district hospital through technical and administrative know-how transfer and material support. In places where the population doesn’t have access to any kind of health facility Merlin’s medical teams provide curative and preventive services through their mobile clinics.

This includes basic health care consultations and care, immunization (EPI), reproductive health (ANC, safe delivery, training of TBAs, PNC), child health including nutritional screening and treatment, health education at facility and community level as well as the strengthening of the referral system to adequate health facilities. Further MERLIN provides the needed essential drugs, increases the diagnostic capacity, helps to strengthen the epidemiological surveillance, and to develop an emergency preparedness and response system on health facility and community level applying a risk reduction approach. The promotion and distribution of LLITN (long-lasting-insecticide-treated-mosquito-nets), appropriate treatment and health education are our main tools in the prevention of malaria.

MERLIN considers the training of health staff as one of its most important project components to improve health service delivery to vulnerable populations in emergency situations but also in the long-run to increase the resilience of these communities. Training contents are MoH/WHO treatment protocols, health system management and medical data collection and analysis procedures (HIMS). In light of the still high HIV prevalence in the country the instruction on universal precautions (UP) at health facility level is a standard component of all programs.

In case of epidemic outbreaks (e.g. measles or cholera) Merlin organizes the immediate response (vaccination campaigns, treatment centers, hygiene promotion etc.) together with our MoH partners.

MERLIN is aware about the paramount importance of hygiene education and the need for interventions, which use a participatory approach and involve the respective communities. In this sense MERLIN promotes the construction and use of latrines at household level and supports health facilities in the rehabilitation and improvement of existing sanitation facilities.

At the same time the organization supports communities, health facilities and local authorities with technical know-how and material resources in the construction or rehabilitation of existing water sources such as boreholes, wells, rain harvesting systems or spring catchments.

Current interventions

In Oromiya Region Merlin is providing emergency nutrition services to 280,000 people in 12 Woredas in Eastern Bale and Borena zones through a combined mobile clinic and health post support approach involving intensive capacity building of health extension workers to be followed by a period of less intensive consolidation around logistics systems and supervision.

In Somali Region we started working in 2008 in 3 woredas of Gode zone. Due to security constraints this has contracted to 2 woredas providing support for mobile health team providing primary health care, including management of severe malnutrition. An additional project is providing support to improve emergency obstetric care in the referral hospital of the zone.

Outlook

Whilst continuing to respond to epidemic and nutritional emergencies throughout the country Merlin will engage further with the Ministry of Health and develop longer-term strategies to tackle the health crisis in certain parts of Ethiopia. In many areas this will be critical to ensure an effective transition for relatively high resource, high intensity emergency interventions to transition into activities to address chronic, long-term development needs. Merlin is increasingly looking for new partners in implementation, new donors appreciating the longer-term needs in the country, while adapting its human resource model to bring greater national staff responsibility in designing and implementing activities.

Main purpose of the role The Operations Manager will be a member of the Ethiopian Country Management Team (CMT). The overall objective of the position is to assist and support the Country Director in the in implementing Ethiopia 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 manage, support and develop the Project Coordinators • 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 • To co-ordinate activities between all field sites across Ethiopia and the capital office

Responsibilities

Operational Management • Overall responsibility for effective and efficient management of the field projects consistent with the project management cycle. • A good understanding of Merlin procedures, systems and guidelines. • Maintain a strong working relationship with the Health Director (HD), Logistics Manager and the finance department. • 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 Ethiopia 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 Addis, • 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, Operations Coordinator 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 • Ensure that site security plans are developed and updated on a regular basis, in collaboration with the Country Director, Logistics Coordinator and Project Coordinators. • 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 respond accordingly. • Facilitate the evacuation of field-based teams if necessary. • Attend security meetings organized at the local level and maintain regular contact with other NGO/UN security focal points.

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 • Masters Degree in any relevant field • Extensive experience of project management in developing countries including: Project proposal development, logical framework, and report and proposal writing • 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 • Ability to write/edit quality project proposals 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. • Experience in health and nutrition related projects • Understanding of emergency response project nature

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.

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