NGO JOBS

Department: ProgrammesResponsible to: Head of EmergenciesTechnical Line Management: Programme Funding Unit and Finance Unit.Location: World WideStart Date: ASAPDuration: 2 YearsSalary: £33,380 - £34,130 per annum (dependant on relevant experience), Inclusive of annual Cost of Living Allowance Benefits: Insurance cover, accommodation, R&R, 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

Undaunted and determined, Merlin saves lives. We deliver medical expertise to the toughest places. And we stay to help build lasting health care. Our mission is to end the needless loss of life in the poorest countries caused by a lack of effective health care. We help communities set up medical services for the long term including hospitals, clinics, surgeries and training for nurses and other health workers. We do whatever it takes and we stay for as long as it takes.

Merlin Response Team – MRT

In 2006, Merlin established a Merlin Response Team with the main aims being to respond to international humanitarian emergencies, to provide additional leadership and capacity to current and new programmes where required and to act as an additional organisational wide training resource.

Main Purpose of the Role

To help initiate Merlin’s response in emergencies which can include leading on fundraising efforts, developing project concept notes and proposals, establishing finance and administration systems, meeting donors, coordinating with other health actors at local and national levels, supporting the start up of emergency activities and facilitating the eventual handover to more permanent incoming project staff.

The role will also assist in providing additional leadership and programme development to existing Merlin programmes throughout the world. This will include finance management, programme strengthening, supporting funding applications, donor contract management, providing training (on finance and humanitarian funding mechanisms), strengthening the capacity of existing international and national staff and contributing to the further development of Merlin's humanitarian policy and positioning.

Responsibilities

Establish Finance, Funding and Administrative systems and procedures; and ensure these are in place according to Merlin policies and procedures. Ensure that these are maintained and adhered to at times of emergency. Other responsibilities include:

Emergency response• To respond to humanitarian emergencies under the management of the Merlin Response Team Manager• Responsible for leading on and coordinating all funding and finance in country during emergency response. • Assist in the establishment and coordination of Merlin’s emergency response activities in the field site• Identify, develop and maintain productive working relationships with donors and undertake in-country negotiation related to programming and contracts• To provide support in developing an appropriate and timely intervention in close coordination with Merlin Head Office, to include:o Rapid needs assessmento Concept note, proposal and budget developmento Analysis of health / humanitarian contextso Programme development and managemento Donor negotiationso Programme finance and administration• To support in the coordination with the relevant clusters, donors, other sector actors and national/local authorities as necessary• Ensure effective coordination of technical inputs (e.g. strategy, programme, logistics, finance etc.) in proposal development and reporting• Coordinate and facilitate pre-proposal and grant opening meetings to ensure all departments have input into the process and are aware of responsibilities, deadlines and donor requirements• Responsible for ensuring full donor compliance for all emergency grants

Assessment• Assist with horizon scanning and country watch / surveillance as part of Head Office activities• Support in undertaking Finance and Funding related country needs assessments as necessary in coordination with Regional Desks and the Head of Emergencies• Carry out donor mapping and explore funding opportunities as required

Finance • Responsible for the set up of banking arrangements and subsequent application of effective financial procedures, systems and controls in accordance with Merlin Finance Policies and with such guidance as is available from Head Office in London • Be responsible for the reporting of field finances to head office • Ensure the adequate documentation is retained for all cost incurred by the programme (including ensuring if appropriate local payroll tax deduction)• Support financial planning, forecasting, budgeting and developing financial management capacity throughout the country.• Assist in the recruitment, management and motivation of the Country Finance Team working with the Emergency Response Team and the London Regional Finance Manager to ensure that effective and proactive financial leadership, support and guidance is provided to managers in country.
• Co-ordinate and maintain a cash forecasting system to ensure that adequate funds are available to meet the working requirements of the programmes• Monitor and allocate ongoing levels of expenditure on individual programmes against budget, and provide timely advice of likely over or under-spends to the Country Management Team, and the relevant Programme & Finance teams in head office.• Ensure that contractual commitments (e.g. for the rental of vehicles and/or premises) are financially sound and appropriate for the circumstances of the programme. • Prepare as required project budgets and financial reports for donors

Administration and information management• Lead the establishment of administrative and financial systems to ensure the smooth running of Merlin base and ensure these are adhered to by the team• Ensure all proposals, reports and contracts are filed in both hard and soft copy. • Develop, update and circulate donor and funding tracking systems• Ensure Merlin procedures for authorisation and sign off are followed. Budgetary responsibility may be required in some contexts.• Maintain regular communications with head office using the established procedures• Ensure that reports and communication materials are produced for both internal and external distribution as requested by the HO desk and as stated in the operational contracts signed with donors, including monthly and quarterly reports• Support the development and writing of sitreps• Ensure team members are aware of donor requirements, guidelines, and compliance issues• Coordinate the development of regular, timely and accurate narrative and financial reports for Merlin and donors.

Grant Management• Develop tools and templates to ensure donor requirements are being adhered to and ensure staff are trained in their usage (reporting schedules, funding tracker etc)

Strengthening skills and programmes• On a case-by-case basis support existing programmes according to ToRs – to be determined by Regional Manager, Country Management Team, Merlin Response Team Manager and the Merlin Response Team member asked to go to the country• Assist / lead the development and delivery of quality training to Merlin HO and field staff in line with skills and experience (eg. finance systems and compliance, increase grant management capacity and understanding of donor compliance, report writing and proposal writing) • Develop comprehensive funding strategies for existing country programmes upon request• Provide support to the country teams and build systems and capacity of international and national staff in order to:
o Implement institutional funding activities such as developing proposals, donor engagement, donor compliance and reportingo Identify new funding streams and innovative ways to access new fundingo Explore and identify funding opportunities for DRR activitieso Strengthen the existing Merlin programme management cycle with reinforcement of existing Merlin policies and procedures through targeted training of staff in all locationso Strengthen internal financial controls in existing country programmes, if required o Ensure there is understanding across the programme and compliance with Merlin Policieso Strengthen internal coordination in existing country programmes, working closely with finance, logistics and medical teams to ensure highly accurate and scrutinised reports are submitted to HO and donors

Other• To undertake discrete pieces of operational research work in line with organisational priorities as requested• In coordination with other MRT members and the HO Funding Unit and HO Finance Unit, work with other HO departments to design inter-departmental policies to facilitate the speedy access and delivery of funds in an emergency response (e.g. Donor Partnerships, Individual Giving and Finance)• With the HO Funding Unit and HO Finance Unit, design templates and tools to be used in both emergency and country programmes to increase the effectiveness and efficiency of tracking grants, proposal writing and reporting and in finance compliance• Contribute towards the updating of the Field CD• Contribute towards an ‘emergency manual’, consolidating funding and finance tools into the manual and looking to streamline these funding and finance management tools into existing country programmes • Fulfil other roles as per specific terms of reference developed by the Merlin Response Team Manager• Support the MRT manager (as required) with developing local partnerships and joint funding applications• To support the Programmes Funding Coordinator (when possible) in analysing humanitarian donor trends and financing issues

Person SpecificationEssentialQualifications, experience and competences• Good experience of working overseas within an international NGO in a similar capacity• Good experience of active involvement with emergency response
• Demonstrable experience on liaising with and applying to institutional donors such as ECHO, OFDA, DFID, UN, SIDA etc, as well as in-country pooled funding mechanisms (eg CHF and ERF) and DEC funding. (note these donors are mentioned as examples, and the candidate is not required to have experience with all of them)• Experience of reviewing, writing and presenting project proposals and formal applications to institutional donors• Experience of institutional donor contract management (reporting, dealing with compliance issues, donor correspondence etc)• Extensive experience of running an complete accounting system (including managing Bank Accounts) and international transactions.• Good experience of developing and implementing finance policies, procedures and systems• Experience of financial management in a donor environment including the development and management of budgets and reporting to donors.• Understanding of financial security issues and how to develop appropriate guidelines• Understanding of cash control and cash flow processes• Proven experience of analyzing expenditure and other financial information • Experience of writing narrative and financial reports• Good training skills and experience, and a commitment to national and expatriate staff capacity development• Strong communication skills, with excellent written and spoken English • Confident and proficient in the use of MS Office, particularly Excel and Word • Experience of establishing strong working relationships with colleagues from different functions and cultures• Experience of a flexible approach to managing and prioritizing a high workload and multiple tasks in a fast paced environment with tight deadlines

DesirableQualifications, experience and competences• Knowledge of a second language - French and/or Arabic• Experience of a similar role in an emergency setting (i.e. conflict areas, natural disaster response, etc)• Experience of working to, and developing fundraising strategies• Recognised Accounting qualification• Experience in developing health specific programmes and funding applications• Experience with private funding applications (e.g. trusts, foundations, corporations, etc)• Successful experience of project coordination, including project proposal development/implementation/reporting, planning & budgeting, representation, and day to day management of staff and security.
• Knowledge and experience of Merlin’s systems and procedures