Merlin Regional Programmes Coordinator (East Africa)

Regional Programmes Coordinator (East Africa) Department: International Department Responsible to: Head of Region Works with: Country management teams; head office regional HR, Logistics, Health and Finance advisors/managers, and other departments/teams as required. Salary: £30,290 - £32,290 Location: London Head office with some travel Duration: Permanent

Merlin Merlin is an international health charity, saving lives in the world’s toughest places. Merlin responds with healthcare, when people are overwhelmed by natural disaster, conflict or disease and in need of immediate help. We focus on treating those who are beyond the reach of existing health services. After the immediate crisis, Merlin stays on to assist recovery. Using our expertise, we support health workers and strengthen existing health services. We build resilience by helping those at risk of future health disasters, to be better prepared. We think everyone should have access to lasting healthcare. We believe good health is fundamental to transforming people’s lives, that’s why Merlin is A Force for Health.

Department The International Department provides strategic direction to and management of Merlin’s country programmes and responds in times of humanitarian crisis in order to implement Merlin’s mission and achieve the organisational goals and strategy. The department works with the country teams and head office departments to continually improve the scope and impact of Merlin’s work and increase the value of the services offered to beneficiaries. Currently the department is comprised of five teams, each with a team manager reporting directly to the International Director. These teams consist of Emergency Response, Logistics and three Regional teams, each responsible for a portfolio of 5 or 6 countries.

Main purpose of the role The Regional Programme Coordinator (RPC) will provide support to the Head of Region (HoR) and the Country Management Teams (CMTs) in the day to day running of the Regional team and international programmes and in the development of strategy for the allocated countries. The RPC will work with the Head of Region and CMTs to ensure that programme processes, reporting and trouble-shooting are carried out in a timely manner, and that programmes comply with donor requirements and organisational guidelines and policies - negotiating with donors where necessary.

Overall Objectives (scope) • Provide support and back up to the Head of Region in his/her overall management of the region; assist in the strategic development of the region, including research into new countries. • Coordinate the activities of the regional support team, trouble-shoot with other Head Office departments as necessary and supervise the Programme desk support roles. • Support programme development, quality and implementation by disseminating and promoting Merlin policies and procedures between teams/departments and within country programmes. • Negotiate with donors and other internal/external stakeholders on behalf of Country Directors (CDs) and country management teams (CMTs) as necessary. Provide support and back-up for the delivery of regional funding strategies and donor management.

Responsibilities Responsibilities 1. Management and management support a. Contribute to and advise on regional strategic and organisational planning activities; b. Provide the support and back-up necessary to enable Merlin to respond to emergencies within existing countries within 72 hours; c. Support the delivery of Merlin policy, campaigns and advocacy initiatives in the region; d. Assist the Head of Region as necessary in monitoring security information and responding to incidents as well as ensuring staff are properly briefed on security before travel; e. Build team and institutional knowledge by ensuring that all relevant information about country programmes and contracts is quality checked and properly filed f. Support the HR department on routine human resource functions including the recruitment and retention of field staff g. Provide advice as required to senior field-based staff on Merlin policies and procedures; h. Support teams in ensuring sound budgeting and forecasting in all country programmes; i. Work closely with the Head of Region to ensure good security management by field teams; j. With HR Department, participate in the timely recruitment, retention and development of high quality field staff for levels below their grade; k. Provide supervision of the work of the Programme desk support roles; l. Deputise for the Head of Region as required. 2. Programme Quality and Development a. In collaboration with the Head of Region, ensure that Merlin’s programming is of the highest quality and is implemented in line with donor requirements; b. Ensure the implementation of international standards (e.g. Red Cross and NGO Code of Conduct, Sphere standards) within country programmes; c. Ensure the implementation of all Merlin’s internal guidelines, policies and procedures in programmes, liaising with relevant departments for guidance and decision making where there is lack of clarity or where adaptations may be necessary; d. Research into new programming opportunities for Merlin.

1. Funding support a. Play a key role in donor management, liaising with donors on behalf of country management teams as necessary, tracking contracts and reporting deadlines, quality checking proposals, monitoring budgets, and ensuring that CDs and CMTs are aware of their donor compliance responsibilities; b. Liaise with Fundraising department on all potential new projects suitable for Donor Partnership Trusts and foundations; c. Maintain and update records of current and potential grants for each county of operations. d. Assist the Head of Region in developing the regional funding strategy. e. Act as expert focal point for the international department on one or more key institutional donors.
2. Coordination, liaison and communication a. Ensure timely internal reporting from the field and actively promote good communication between Field Offices and Head Office; b. Liaise with Finance department on all finance related issues concerning respective countries of responsibility, including monthly budgets monitoring; c. Liaise with Communications team on possibilities to increase publicity of Merlin’s in-country projects/work/achievements; d. Liaise with Health/Policy departments on health related issues concerning respective countries of responsibility; e. Liaise with HR department on routine human resource related issues and processes, including arrangements for briefing and debriefing field staff; f. Liaise with Logistics department on logistics related issues concerning respective countries of responsibility; g. Carry out briefings and debriefings for field staff, h. Represent Merlin externally as required by the Head of Region.

Dimensions and Limits of Authority • The post holder can approve country programmes and their budgets (together with finance) and has a signatory authority up to £2,500; • Responsible for ensuring that proposals and reports are completed to a high quality and submitted on time; • Responsible with Head of Region to ensure that all new project proposals are in line with agreed strategic direction and quality control mechanisms; • Deputise for the Head of Region as required. • Supervision of the work of the Programmes desk support roles;

Person Specification Essential Qualifications, experience and competences

• Strong experience of setting up and maintaining efficient administrative systems • Strong experience of donor liaison and donor compliance (DFID, OFDA, ECHO) • Strong experience of contract-management • Good field experience in a humanitarian or development context • Strong experience of writing and editing high quality proposals and compliance reports • Good project management skills and experience • Strong ability to organise people and tasks • Strong experience of and demonstrated skills with budget development and budget monitoring • Experience of taking a strategic view of the wider operating environment • Confident and proficient user of Microsoft Office • Strong constructive communications and listening skills, with excellent verbal and written English • Proficient in writing, editing and formatting reports in English • Good knowledge of humanitarian sector and standards, such as Codes of Conduct and Sphere • Experience of establishing strong working relationships with colleagues from different functions and cultures • Experience of playing an active role in a team • 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 • Willing to work occasional evenings and weekends • Able and willing to travel to remote and insecure locations for short periods of time and at short notice • Commitment to and understanding of Merlin’s mission and values

Desirable Qualifications, experience and competences

• Experience of supervising the work of others • Good written and spoken French • Knowledge of basic public health approaches • Ability to represent for the organisation at external meetings • Experience of working in complex or insecure environments

Data Protection Please note that in accordance with the 1998 Data Protection Act, Merlin will hold and use personal information that you have given for the purpose of recruitment and employment. This information can be stored in manual and/or electronic form. This information may also be disclosed to third parties in accordance with the Data Protection Act. In cases where a job offer is conditional on ensuring that potential employees’ names do not appear on counter terrorism lists generated by the United Nations, European Union or the United States due to donor funding requirements, Merlin will use the information that you have given for checking that your name does not appear on these lists.

Work Permits

Work permits are required for UK-based posts by all non-EC nationals. You therefore need to have the right to work in the UK order to apply for this post, and proof of this right will be required, at interview, and before any offer of employment is made.

How to apply:

How to Apply

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 for any technical reason, please contact applications@merlin.org.uk.

Please note that we do not accept CVs. Unfortunately due to the number of applications we receive, only shortlisted applicants will be contacted.

Closing Date: 24th January 2013

Interview Date: 31st January and 1st February 2013