NGO JOBS

Position: Merlin Response Team - HR and Admin CoordinatorDepartment: ProgrammesResponsible to: Head of Emergencies or designated manager in the country of postingTechnical Line Management: HR Advisors in HOLocation: World WideStart Date: ASAPDuration: 2 YearsSalary: £ 31,080- £31,830 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.

Please note: this is an unaccompanied position.

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.

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 RoleTo help initiate Merlin’s response in emergencies which can include developing project concept notes and proposals, participating in the relevant clusters, establishing HR, starting up emergency activities and facilitating the eventual handover to more permanent incoming project staff.

The team will also assist in providing additional leadership and programme development to existing Merlin programmes throughout the world. This will include programme strengthening, as well as training (concentrating on disaster risk reduction and emergency preparedness), strengthening the capacity of existing international and national staff and contributing to the further development of Merlin's humanitarian policy and positioning.

Overall ResponsibilitiesEnsure Merlin HR, systems/procedures are in place in accordance Merlin policies and procedures, maintained and adhered to so that all support functions are carried out effectively and efficiently.

Emergency response and Programme Support and Development• To respond to humanitarian emergencies under the management of the Head of Emergencies.• To provide support in developing an appropriate and timely intervention in close coordination with Merlin Head Office, to include: Concept note, proposal and budget writing; Programme development and management; To develop and implement HR and administration systems, processes and capability in a new programme in line with Merlin policies and procedure and in accordance with relevant government labor regulations

Assessment• Support in undertaking HR related country needs assessments as necessary in coordination with Regional Desks and the Head of Emergencies

Human Resources• Establish HR policies and procedures, in compliance with in-country practices and national and regional regulation (e.g. contract terms and conditions, salary and benefits, tax and other statutory deductions, labour laws, work authorizations, visas, etc.)• Liaise with external parties (e.g. legal advisors, other NGO’s, inter-agency coordination meetings) on HR policies & trends, compliance issues and opportunities for partnership working• Develop and manage the payroll process including timely payment of individual and organizational taxes and other statutory deductions as relevant• Establish recruitment and selection policies and procedures to ensure effective and transparent practices in recruitment of all international and national staff. • Assess staffing requirements and develop associated organograms, job descriptions and recruitment plans• Manage the development, implementation and ongoing management of an HR database and HR records filing system and the production of reports • Develop and implement procedures for maintenance of monthly leave schedules for national and international staff • Prepare and establish procedures for induction and briefings upon arrival of all new starters and clearance and debrief procedures for staff departures. • Develop the capacity of the in-country HR team to ensure provision of an efficient and effective service

Administration• Lead the establishment of administrative systems to ensure the smooth running of Merlin base• Ensure appropriate and timely contact with in-country legal advisors and government agencies to ensure that all legal requirements are met, e.g. Registration, work permits and labour laws, import licenses, Foreign exchange, in-country tax obligations, etc

Strengthening skills and programmes• On a case-by-case basis support existing programmes according to Terms of Reference – to be determined by Head of Region, Country Management Team, Head of Emergencies, and HR Advisors, and the Merlin Response Team member• Strengthen existing Merlin programming with reinforcement of existing Merlin policies and procedures• Emergency response training and course development to be conducted in close coordination with the Head of Emergencies, Learning & Development Manager and other relevant departments

Person SpecificationEssentialQualifications, experience and competences• Degree or higher qualification in Human Resource Management or extensive equivalent experience • Good experience of working overseas within an international NGO in a similar capacity• Good experience of active involvement with emergency response
• Good experience of developing and implementing HR policies and procedures • Strong experience of managing an undertaking a high quality volume recruitment process• 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• Experience of proactively identifying and addressing issues • An understanding of and commitment to Merlin’s mission and values and behaviours

DesirableQualifications, experience and competences

• Working knowledge of second language, especially French and/or Arabic.• Knowledge and experience of Merlin’s systems and procedures

Position: Merlin Response Team- Programme ManagerDepartment: ProgrammesResponsible to: MRT ManagerLocation: World WideDuration: 2 YearsSalary: £45,840 to £46,590 per annum (dependant on relevant experience and inclusive of supplementary cost of annual living allowance), Benefits: Insurance cover, accommodation, R&R where applicable, 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.

MerlinUndaunted 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 – MRTIn 2006, Merlin established a 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 RoleTo help initiate Merlin’s response in emergencies. This may include leading emergency response, conducting rapid needs assessments, participating in the relevant clusters, developing project concept notes and proposals, coordinating with other health actors at local and national levels, starting up emergency activities and facilitating the eventual handover to more permanent incoming project staff.

The team will also assist in providing additional leadership and programme development to existing Merlin programmes throughout the world. This will include programme strengthening, as well as training (concentrating on disaster risk reduction and emergency preparedness), strengthening the capacity of existing international and national staff and contributing to the further development of Merlin's humanitarian policy and positioning.

ResponsibilitiesEmergency response• To respond to humanitarian emergencies under the management of the Head of Emergency Response• To coordinate with the relevant clusters, donors, other sector actors and national/local authorities as necessary• To provide leadership in developing an appropriate and timely intervention in close coordination with Merlin Head Office, to include: Rapid needs assessment Concept note, proposal and budget writing Analysis of health / humanitarian contexts Programme development and management Security management Establishment of new Merlin country programmes Donor negotiations Programme administration Recruitment of staff for new programmes

Assessment• Assist or lead in country and regional watch and surveillance as part of Head Office activities• Prioritise countries for assessment with Head of Emergencies and International Director • Undertake country assessments as necessary in coordination with Programme Desks, the Health Department, and International Director

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, deployments may include Country Director, Assessment Team Leader, Assessor, Lead or Member of an Emergency Response• Lead in strengthening existing capacity and further develop programmes where required• Ensure that country programmes have disaster risk reduction strategies in embedded into programmes and budgets as well as emergency preparedness/response plans in place. In absence of such plan, will take the lead in initiating the process of developing DRR and EPREP country plans• Strengthen existing Merlin programming with reinforcement of existing Merlin policies and procedures• Assist in the development and delivery of quality evidence based training to Merlin HO and field staff in line with skills and experience• Coaching and mentoring of key personnel• Emergency response training and course development to be conducted in close coordination with the Head of Emergencies, Development and Training Coordinator and the International Director and other relevant departments• Perform other defined tasks as per specific terms of reference for that assignment• To conduct monitoring and evaluation visits to current programmes when requested• Identify and analyze opportunities that contribute to strategic aims and translate them into practical plans

Leadership and support in country programmes• Coordinate all type of emergency responses at field level• Ensure good communication, collaboration and team spirit within the teams managed• Develop and maintain a coherent country programme strategy that contributes to Merlin's global objectives• Coordinate and manage the overall planning and direction of Merlin's operations at country level• Create a shared vision, among all staff, of Merlin's programme's aims and their role in achieving these• Provide or facilitate the provision of training and capacity building in all aspects of the programme cycle, with particular reference to emergency preparedness, response and security• Flexible approach to responding to country requests for support.

Programme Development• Develop and secure funding for new programmes based on identified needs• Ensure effective coordination of technical inputs (e.g. strategy, programme, logistics, etc.) in proposal development• Develop and maintain Merlin's emergency preparedness capacity as relevant to the geo-political and humanitarian situation• Organise and/or undertake needs assessments as necessary• Determine programme direction in consultation with the Country Management Team and MRT Manager• Develop and maintain productive working relationships with donors and undertake in-country negotiation related to programming and contracts

Programme Management• Ensure that projects remain within the remit of their initial design, budget and propose and prepare any amendments when necessary• Support field sites in the fulfillment of their duties according to programme design• Ensure that appropriate systems and plans are in place for dealing with emergencies, and provide leadership for staff and volunteers in emergencies• Establish systems and standards for assessment and monitoring/evaluation of programmes against their strategic aims• Ensure there is a regular, documented forum / meeting for all key staff to discuss and plan programme objectives

Representation• Represent Merlin to Local & National Authorities, clusters, international donors, & (I)NGOs• Decide which coordination networks Merlin should invest time in, and commit time to those where participation will yield best results for Merlin• Manage external communications in collaboration with the Communications Department in London.• Take the lead in developing local partnership when possible in coordination with MRT Manager

Staff Management / Human Resources• Manage staff effectively, including appropriate and systematic delegation• Co-ordinate and support the national and international staff teams, ensuring that the individuals work effectively together as a team and achieve the programme objectives• Establish and /or maintain HR management tools incl. organisational charts, job descriptions, performance evaluations, disciplinary processes as per Merlin policies, etc• Establish systems for maintaining an overview of all staff activity in pursuit of programme aims• Line manage senior staff, including regular performance management and appraisals• Develop and apply policies, terms and conditions following both Merlin guidelines and local employment law• Ensure that personnel are funded within the frame of programme budgets• Take an active part in staff recruitment in coordination with MRT Manager and Merlin London HR department

Logistics• Ensure that appropriate logistic structures and procedures are established and / or maintained in accordance with the Merlin guidelines• Ensure programme activities are carried out within Merlin guidelines

Security Management• Responsible for the security of all international and national staff when appropriate• Ensure that appropriate security guidelines and procedures are established, maintained / updated regularly and adhered to by the team• Monitor the security context (including participating in local/national INGO/UN security meetings) and act on any deterioration in this that could affect operations and provide guidance to teams/sites as required• Provide support and advice for improved security management to project field sites and Country Management Team• Facilitate the evacuation of field based teams if necessary

Administration and Finance• Ensure that appropriate administrative and financial guidelines and procedures are established, maintained / updated regularly and adhered to by the team as well as any basic systems required in country• Maintain regular communications with head office using the established procedures i.e. comms and other reporting procedures• Ensure that reports and articles 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• Oversee budget preparation, setting the parameters and the process• Ensure that country programmes are implemented within their budgets• Ensure and anticipate donor reporting schedules, including spending plan projections• Establish and / or maintain the Merlin field accounting systems• Oversee the completion and return to London of the monthly field accounts within the agreed deadlines

Other• Carry out any other responsibilities as requested by the MRT Manager• Produce written end of post handover reports• To assist in the continuing development of Merlin internal policies in close cooperation with Head Office departments and Directors Group (standardisation of templates, development of tools etc)

Person SpecificationEssentialQualifications, experience and competences• Extensive experience in a senior management position in an INGO environment, including responsibility for project management and budget control, management and donor compliance issues• Extensive experience in managing programme within emergency setting (i.e conflict areas, natural disaster response, etc.)• Experience of working within an insecure environment with responsibility for security planning, monitoring and management• Experience of delivering and facilitating training in all aspects of the programme cycle• Knowledge and experience of the health sector in a developing country• Experience of programme development in an emergency context• Strong leadership skills• Excellent communication skills and the ability to represent Merlin to a broad range of people and organisations including donors, government officials, etc• Use of a range of management tools to ensure effective running of the programmes and the management and development of staff including large teams in multiple locations• Strong communication skills, with excellent written and spoken English and French• Confident and proficient in the use of MS Office • Team working, flexibility and relationship building skills• Problem solving skills in day to day and crisis situations• Quick information analysis• Identify and analyse opportunities that contribute to strategic aims, translate them into practical plans and implement them• Ability and willingness to undertake frequent travel• Ability to work under stressful conditions in isolated area• 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• Diplomatic and adaptable approach to problem solving

DesirableQualifications, experience and competences• Previous substantial Merlin experience• Engineering degree (civil, mechanical, Watsan, etc.)• Experience of programme development and management in emergency, transitional and development contexts

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