Position: Project Coordinator Location: Ceel Bur, Galgaduud Region, South Central Somalia Contract Duration: 12 months Starting Date: ASAP Responsible To: Programme Manager, Somalia Working with: Country Management Team, health, logistics, finance, HR, and other Merlin staff Salary: £25,670 - £26,420 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.
Closing Date: 5pm on Friday, 19th October 2011
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 in partnership with Ministries of Health, other agencies, and local authorities. Merlin is currently implementing primary health care and nutrition projects in Somaliland (Awdal Region), HIV-TB and PHC/nutrition projects in all regions of Puntland, and PHC/nutrition projects in Galgaduud Region of South Central Somalia. Merlin’s response in Galgaduud has expanded dramatically in response to the humanitarian crisis in South Central, with support now to 17 health facilities and 35 outreach sites, scaled up from six facilities and 15 outreach sites just a month ago.
Main purpose of the role The Project Coordinator with be responsible for the technical management and coordination of the South Central Somalia programme,. The position manages Merlin activities with a specific focus on overseeing project implementation, reporting, financial monitoring, logistics and supervising the administrative functions of relevant departments, specifically logistics, finance, and HR.
Overall Objectives (scope) • To be an effective and efficient manager of the project consistent with the project management cycle, program objectives, activities and indicators. • To ensure high quality of project activities tailored to the needs of the local communities. • 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 local authorities, other NGOs, UN agencies, and other stakeholders for the Galgaduud projects. • 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, i.e. impartiality, neutrality and independence within the Somali context. • To respect Merlin’s internal procedures in carrying out the position responsibilities.
Main Responsibilities • Manage, supervise, coordinate and report on all project operations and activities for Galgaduud. • Manage the available resources in such a way that project objectives are met in a timely manner ensuring quality for Galgaduud. • Ensure work allocation is delegated appropriately to provide effective and quality outreach services for Galgaduud. • Ensure that the health concerns of the community with regard to project activities are fully reflected in the planning and implementation of activities for Galgaduud. • 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 Galgaduud / South-Central Somalia. • Have overall responsibility for project monitoring to ensure appropriate and effective project outputs including organizing baseline and evaluation activities for Galgaduud. • Work in close conjunction with the project Health Coordinator and Country Health Director in coordination of activities. • Ensure that the Galgaduud projects are implemented according to the donor requirements and agreement. • Prepare and submit Galgaduud project reports, including all support documentation, and ensure the timely submission of quality reports to the Programme 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 level.
Specific Responsibilities
Project Management and Development • Overall responsibility for the management of the projects 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 that each project has up-to-date work plans, procurement plans, and spending plans. • 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. • Submit timely donor reports, weekly internal sitreps, and monthly internal sitreps.
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 Programme Manager, 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 Programme Manager / 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. • Submit on-time monthly cash transfer requests to Nairobi, based on project spending plans.
Administration • 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 Programme Manager.
Person Specification Essential • A university level qualification in public health, development, social sciences or other relevant area • 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: o Logistics o Report writing o Project cycle management o Financial and administrative management • Previous field coordination and management experience of primary and community health care projects • Experience of proactively identifying and addressing issues • Excellent relationship building and diplomacy skills • 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 and Somali • Confident and proficient in the use of MS Office • An ability to live and work in an insecure and difficult environment • 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
To apply for this position
To apply for this job, please go to www.merlin.org.uk/jobs and apply using our online recruitment system. In order to apply for a job with Merlin online you will need to complete a short registration process and create an account – the online recruitment system explains how to do this. Once your account has been created, you will be able to save the information that you have entered in your application and re-visit it at any time before you submit it.
If you are unable to apply online please download and complete an application form and email it to:applications@merlin.org.uk.
Please note that we do not accept CVs and any application must therefore be made online or by completing our application form. Unfortunately due to the number of applications we receive, only shortlisted applicants will be contacted.
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.
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