Country Finance Director

Location: Central African Republic
Responsible to: Country Director, Programme Finance Manager
Working with: Country Management Team, Programme Finance Officer and Head Office
Start Date: ASAP
Duration: 24 Months (subject to funding)
Salary: £32,050 to £32,800 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.

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 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

The UN has described the situation in CAR as “the world’s most silent crisis.” Following a decade of coups and mutinies which have destroyed infrastructure and shattered the economy, the resurgence of armed conflict in October 2005 between the government and rebel forces in the north of CAR sparked a humanitarian crisis. The most affected areas were the prefectures of Bamingui-Bangoran, Vakaga, Nana-Gribingui, Ouham, Ouham-Pende and Nana-Mambere.

In response to this situation, Merlin conducted an assessment in CAR in May 2007, which identified significant unmet needs in the health sector. Merlin subsequently set up a primary health care (PHC) project in Kaga Bandoro, the capital of Nana Gribizi prefecture as part of a 3-year strategy to increase access to and the capacity of government health services in CAR.

This program has comprised of curative, inpatient observation, reproductive health services in 11 health facilities, expanded programme on immunisation (EPI) in three fixed facilities, preventive and promotive health services, disease surveillance, capacity building and HIV/AIDS awareness in the community. Merlin will hand over its activities in this region in the course of 2010.

Merlin’s work in CAR is continuously adapting to the situation on the ground and recent developments have led the organisation to focus its activities in Nana Mambere prefecture, in the west of the country. Merlin started a programme in August 2008 in Bouar and its surroundings supporting 3 health centres. Merlin will scale up in this region in the beginning of 2010, continuing its work on primary health care and starting a nutrition programme.

Main purpose of the role

Merlin’s country programmes vary considerably in terms of their focus, size and complexity, and also in levels of financial capability and strategic thinking. The Country Finance Director is a key member of the Country Management Team, which is responsible for managing existing country activities and developing a clear country strategy and associated income streams.

This role is directly managed by the Country Director, and is technically managed by the Programmes Finance Manager in Head Office, and appraisal for this role is undertaken jointly by the Country Director and the Programmes Finance Manager.

This role links directly with the Programmes Finance Officer in Merlin’s Head Office in London on a day-to-day basis and the effectiveness of this relationship directly impacts project management and accountability.

The Country Finance Director, as a member of the Country Management Team, plays a key role in developing and implementing the country strategy especially the required financial inputs, as well as ensuring that there are sound financial practices in country and rigorous budgetary control.

This position provides financial management for a multi-programme and multi-site operation in a challenging living and working environment. A key priority in all locations is to embed clear financial management controls and to ensure understanding of and compliance with these by all staff.

Overall Objectives

Reporting to the Country Director, and working closely with Programmes Finance team in Merlin’s London Head Office, the Country Finance Director will:

• Be a member of the Country Management Team and take the lead role on financial planning, forecasting, budgeting and developing financial management capacity throughout the country.

• Directly manage the Country Finance Team to ensure effective and proactive financial leadership, support and guidance is provided to managers in country.

• Be responsible for the preparation and reporting of field finances to head office and ensure that budget preparation, financial reporting and amendment planning for donors is completed in a timely manner and approved by head office before submission.

• Ensure appropriate systems and procedures, support and guidance for country programmes.

• Be responsible for the Human Resources and Administration functions. (in some locations only)

Responsibilities

Financial Oversight
• Ensure internal financial procedures, systems, policies and controls are applied and complied with throughout the country programme operations by all staff
• Be the lead person and provide financial support on all financial issues in the country Management Team
• Develop the funding/finance strategy for the country
• Prepare budgets, amendments and forecasts working with the Country Director and others
• Provide Head Office with all necessary financial information both proactively and on request
• Ensure donor reports and requirements are complied with to maximise available funding
• Monitor and control the balance sheet accounts

Procedures, Systems and Controls
• Ensure compliance with local regulations in respect of financial and other matters (e.g. Registration, Foreign Exchange, taxation and labour laws).
• Ensure compliance with the financial and other requirements of donors
• Ensure the development and implementation of in-country financial security guidelines and regularly review their effectiveness and the compliance of all staff with these guidelines
• Conduct internal audits for the field sites every three months, to ensure that all financial and administrative procedures are carried out in line with Merlin policies and guidelines and local Legislation
• Regularly review the financial and reporting systems to ensure that they continue to be fit for purpose

Treasury
• Co-ordinate and maintain a cash forecasting system to ensure that adequate funds are available to meet the working requirements of the programmes
• Ensure that payments are made in a timely and secure manner across all the country operations
• Along with the finance department in Head Office, ensure that all debts are recovered promptly

Donor Reporting & Monitoring of expenditure
• Prepare donor financial reports in line with donor reporting requriements
• Monitor 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 respective Programme Coordinators and Programme Managers understand variance implications and how to respond to and manage them effectively.

External Relationships & Compliance
• 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.
• Liaise with local legal advisors when necessary
• Ensure appropriate and timely contact with in-country government agencies to ensure that all legal requirements are met, e.g. work permits, import licences
• Liaise with International NGO Finance Directors in-country and actively participate in inter-agency co-ordination meetings.

Management and training
• Manage and support the performance and development of the in-country finance and administration staff, to ensure the provision of an efficient and effective service.
• Make regular visits to Field sites for monitoring and supervision purposes
• Provide financial support, training and advice to all individuals in country.

Human Resources
• Oversee the HR function to ensure sound in-country HR policies and procedures which comply with Merlin HR policy, local labour laws and good practice, and which promote Merlin’s organisational values
• Advise and coach line managers and staff on Merlin’s national HR policies and good HR practice including appraisal, performance management, staff development, discipline and absence management.
• Supervise the administrative needs of the international staff including flight bookings, obtaining legal documentation, holiday and R&R planning, salary advances and international staff return forms
• Coordinate and support all aspects of the recruitment and selection process of national staff (including job description development, recruitment planning, advertising & shortlisting, selection interviews and tests, job offers, salary calculations and issuing contracts) in liaison with line managers, ensuring that Merlin’s recruitment process and good practice is carried out in all recruitment and selection activity.
• Ensure accurate maintenance and safe storage of all staff HR records (e.g. contracts, leave records, pay history etc)
• Manage timely, accurate and systematic payroll and income tax payments for all national staff
• Manage the national HR Manager

Person Specification
Essential
Qualifications, experience and competences
• Qualified accountant ACCA, ACA, CPA, (or equivalent), or substantial relevant work experience
• In depth knowledge of financial systems and implementing internal controls
• Practical experience of pro-actively monitoring and reporting on budgets
• Proven experience of analysing financial information to understand the current situation and to determine the strategic direction
• Understanding of financial security issues and how to develop appropriate guidelines
• Proven administration skills
• Strong ability to plan and work independently
• Experience of living or working in different cultures and countries
• Strong communication skills, with excellent written and spoken English & French
• Confident and proficient in the use of MS Office with advanced Excel skills
• Experience of establishing strong working relationships with colleagues from different functions or 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

For roles involving HR management
• Knowledge and understanding of HR practices & issues
• Experience of development and implementing HR policies & procedures, and of supporting staff and managers in their use

Desirable
Qualifications, experience and competences
• Experience and understanding of working in a donor environment and meeting donor compliance requirements
• Good experience of managing and undertaking high quality recruitment processes
• Some experience of managing a team within a finance department
• Proven experience of introducing and managing changes to finance systems, procedures and practices
• Experience of dealing with employee relations issues
• Experience of financial management with an international NGO in an overseas setting
• Familiarity with mid-range accounting systems (e.g. QuickBooks, Sage, PS Financials)
• Experience of HR management in an overseas setting (for roles involving HR management)
• Experience of office management

How to apply

To apply for this position
Please download an application form from our website www.merlin.org.uk.The completed form should be emailed to applications@merlin.org.uk stating ‘CFD CAR’ in the subject field.

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.

Project Coordinator

Responsible To: Country Director
Working With: Field medical and non medical team members
Location: Mbomou-Bangassou - Central African Republic
Start Date: ASAP
Duration: 6months (renewable)
Salary: £24 ,550- 25,300 per annum (dependant on relevant experience), inclusive of annual Cost of Living Allowance
Benefits: Insurance cover, accommodation, R&R 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 this position, applications will be shortlisted 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
The UN has described the situation in CAR as “the world’s most silent crisis.” Following a decade of coups and mutinies which have destroyed infrastructure and shattered the economy, the resurgence of armed conflict in October 2005 between the government and rebel forces in the north of CAR sparked a humanitarian crisis. The most affected areas were the prefectures of Bamingui-Bangoran, Vakaga, Nana-Gribingui, Ouham, Ouham-Pende and Nana-Mambere.
In response to this situation Merlin conducted an assessment in CAR in May 2007 which identified significant unmet needs in the health sector. Merlin subsequently set up a primary health care (PHC) project in Kaga Bandoro, the capital of Nana Gribizi prefecture as part of a 3-year strategy to increase access to and the capacity of government health services in CAR.
This programme has comprised of curative, inpatient observation, reproductive health services in 11 health facilities, expanded programme on immunisation (EPI) in three fixed facilities, preventive and promotive health services, disease surveillance, capacity building and HIV/AIDS awareness in the community. Merlin handed over its activities in this region in the course of 2010. Merlin’s work in CAR is continuously adapting to the situation on the ground and recent developments have led the organisation to focus its activities in Nana Mambere prefecture, in the west of the country. Merlin started a programme in August 2008 in Bouar and its surroundings supporting 14 health facilities. Merlin will scale up in this region in 2011,, continuing its work on primary health care and nutrition programme.
Merlin is currently planning to make an Emergency response to displaced persons in the Mbomou prefecture in the South East of the country as a result of rebel forces.Merlin shall work with the MoH in setting up a temporary static health centre for the IDPs and conduct mobilie clinics to the IDPs of Mbomou with vaccination, maternity services and a community based treatment of malnutrition to be organised within the camp with volunteers.
Main purpose of the role
The Project Coordinator will assume overall responsibility for setting up a health centre in a refugee camp supporting 10,000 IDPs in Mbomou. He/she will report to the Country Director based in Bangui. The main responsibilities are as set out below.


Responsibilities
Operational Management
• Ensure collaborative stakeholder management including involving the relevant authorities in the planning and implementation of Merlin’s activities
• Be responsible for the effective and efficient management of the project consistent with the project management cycle and compliant with Merlin procedures, systems and guidelines
• Establish and implement project monitoring and evaluation plans
• Provide regular written and verbal reports to the CMT (Country Management Team) on project progress and issues
• Prepare high-quality and timely donor reports
• Line manage and ensure effective management of national staff
• Optimize the use of human, logistical, and financial resources
• Monitor the evolving humanitarian situation and consider immediate and strategic responses
• Contribute to preparing plans, proposals, and budgets for project extensions
• Responsible for the effective and efficient management of ongoing project activities in line with the Merlin project management cycle procedures, systems and guidelines
• Ensure collaborative stakeholder management including involving the relevant authorities in the planning and implementation of Merlin’s activities
• Ensure effective HR management for all project staff through the use of job descriptions, monthly planning and appraisil processes.
• Ensure that supplies needed by the projects are properly managed in collaboration with medical storekeeper and logistics staff ay both Mbomou and Bangui level
• Support the process of joint assessment, planning and supervision between the local health authorities and Merlin
• Participate in the writing of timely and accurate donor proposals and reports in collaboration with the Medical cordinator
• Prepare and write timely and accurate monthly activity reports for inclusion in the monthly situation report submitted to the office in Bangui

Security
The Project Coordinator has responsibility for security in the field site including:
• managing day-to-day security of the team field team and liaising with the security focal point
• briefing all project staff on arrival in the field on the security context and its implications
• monitoring the political, military and security situation in all project areas and respond accordingly
• establishing security guidelines in working areas in collaboration with the security focal point and keep these up to date and ensure adherence by all project staff
• providing timely verbal and written security incident reports to the Country Director


• attending security meetings and maintain regular contact with other actors (e.g. OCHA, military) in the field

Logistics/Finance/Administration
• Ensure all projects adhere to Merlin’s systems and procedures
• Ensure that project implementation meets donor compliance requirements
• Responsible for budgetary control and overall financial management at the project site, including maintaining oversight of expenses and procurement
• Ensure that the programme complies with all legal and bureaucratic requirements in CAR.
• Responsible for budgetary control and overall financial management at the project site, including maintaining oversight of expenses and procurement
• Ensure all projects adhere to Merlin’s systems and procedures
• Ensure that project implementation meets donor compliance requirements

Human Resource Management
• Maintain good team communication, engender good team dynamics and take remedial action when problems occur.
• Support team members professionally and monitor and support stress management
• Conduct and document regular team meetings for planning and reporting purposes.
• Carry out appraisals according to Merlin’s Human Resource procedures
• Ensure all new team members are adequately briefed on arrival in the field, and departing team members are debriefed.
• Maintain up-to-date job descriptions for international staff and prepare and maintain job descriptions for national staff
• Assume overall responsibility for national staff selection, recruitment, and disciplinary procedures and assist with recruitment of expatriate staff in project area.
• Be responsible for capacity development and training of national personnel
• Plan national and international staff requirements and liaise with the CMT

Representation
• Represent Merlin to donors, authorities, (I)NGOs and other parties as necessary. Ensure all relevant parties are kept informed of Merlin activates as appropriate (e.g. donors, health authorities etc.)
• Be the project’s contact with press and media when requested under approval of the Country Director

Other
• Provide coverage for other posts when needed and carry out any other responsibilities as requested by the Country Director


Person Specification
Essential
Qualifications, experience and competences
• Strong communication skills with a high-level of spoken and written English & French
• Strong project management skills and knowledge of appropriate project management tools
• Previous field humanitarian experience in a management role
• Security management experience in an unstable environment
• Experience of conducting needs assessments and project development
• Experience of financial and administrative management
• Knowledge of project management tools (Logical Framework analysis, project cycle management, indicators etc.)
• Confident and proficient in the use of MS Office
• A strong interest in basic curative and preventative health care
• Experience of a flexible approach to managing and prioritising a high workload and multiple tasks in a fast paced environment with tight deadlines
• Good team worker, able to live and work closely with a team under pressure
• Ability to work under stressful conditions in an isolated area
• Experience of establishing strong working relationships with colleagues from different functions and cultures
• Leadership skills and a supportive management style
• Good training/capacity building and management skills.
• Willing to work in an insecure environment.
• Ability to work on own initiative.
• Experience of proactively identifying and addressing issues
• An understanding of and commitment to Merlin’s mission and values


Desirable
Qualifications, experience and competences
• Working experience in the region
• A strong interest in community participation
• Experience in the health sector

How to apply

Please download an application form from our website www.merlin.org.uk Completed form should be emailed to applications@merlin.org.uk stating in the subject field ‘PC CAR’.

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.

Systems and Capacity Building Manager

Location: Sinoe and Grand Kru Counties, Liberia
Contract Duration: 12 Months
Starting Date: ASAP
Responsible To: Project Coordinator
Working with: County Health and Social Welfare Teams, Health Coordinators and
Country Management Team
Salary: £29, 850 - £ 30,600 per annum (dependant on relevant experience),
Benefits: Insurance cover, accommodation, 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 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 operational in various counties throughout Liberia since 1997 and has developed a good reputation as a key partner of the Ministry of Health and Social Welfare (MoH&SW) in Liberia. The main focus of Merlin’s programme in Liberia at present is supporting the (MoH&SW) with the provision of quality primary and secondary level health care services and influencing policy at the national level. In the course of implementing its activities in Liberia, Merlin supports over 800 MoH&SW workers through incentive payments. Merlin actively collaborates with the MoH&SW, UN Agencies, local partner NGOs, and other INGOs and agencies such as Mentor Initiative and International Committee of the Red Cross.

Merlin’s activities include technical, capacity building and logistical support to the County Health and Social Welfare Teams (CH&SWTs) as well as capacity building health facility staff through training, mentoring and/or supervision to ensure improved quality of care in the supported facilities. In 2009 Merlin will be supporting 54 primary health care facilities in Montserrado, Maryland, Grand Bassa, Sinoe, Grand Kru and Grand Gedeh counties, and 5 hospitals in Buchanan, Zwedru, Greenville, Grand Cess and Harper. Merlin also has a Reproductive Health/Sexual Gender Based Violence (SGBV) team to mainstream maternal health promotion and HIV/AIDS prevention into all Merlin projects as a cross-cutting theme.

Merlin Liberia is working with the MoH&SW and CH&SWTs in each supported county to create a more coordinated strategy in line with the MoH&SW lead partner approach. As a first step towards this Merlin has developed a Counterpart Strategy geared towards a closer, more efficient and effective collaboration with the CH&SWTs in the delivery of health services and the development of their managerial capacity.
Main purpose of the role
The Systems and Capacity Building Manager (SCBM) will coordinate and strengthen the organizational capacity of the County Health and Social Welfare Teams (CH&SWTs) which provides health care services to vulnerable populations in Sinoe and Grand Kru counties. Capacity building will be focused on the following areas: financial management, Health Management Information Systems (HMIS), leadership, strategic planning, partner and stakeholder coordination, human resource management, logistics and supply chain management. The Systems and Capacity Building Manager will be embedded within and provide direct technical assistance to the CH&SWT.

Specific Responsibilities

Systems development and implementation
• In collaboration with the Health Coordinator (HC) and Project Coordinators (PCs), the SCBM will organize and provide technical leadership in assessing institutional capacity of the CH&SWT and identify priority areas that need strengthening
• Provide technical assistance, guidance and support to CH&SWT in order to strengthen their HR, M & E, HMIS, logistics (including supply chain management), and Finance, administration and planning functions
• Support the implementation of the Standard Operating Procedures (SOPs) and other policies developed by the MOH&SW at the central level and facilitate training for the CH&SWT on the same
• Provide support to the Liberia Government Hospital (LGH) management and administration in order to implement systems to improve the efficiency and smooth running of the hospital.
Training and capacity building
• Conduct individual capacity assessment for the CH&SWT to identify current capacity, define gaps and develop capacity building plans to address them
• In collaboration with the central MoH&SW, organize and implement activities such as workshops, on the job training and sharing of good practice that provide capacity building opportunities to CH&SWT members thus increasing their organizational effectiveness
• In collaboration with the MoH&SW, develop training modules relevant to capacity building efforts of CH&SWT
• Undertake ongoing monitoring of activities to anticipate and troubleshoot problems and issues, track milestones and recommend and ensure appropriate action.
• Provide oversight, feedback, and guidance to CH&SWT, with regard to capacity development needs and initiatives
• Develop system-wide network for continued sharing of lessons and practices on capacity development with the other counties
Coordination and partnerships
• Provide support to the CH&SWT to coordinate all stakeholders in the health sector in the county (including I/NGOs, CBOs, FBOs, vertical programmes such as National Malaria Control Programme and private institutions
• Coordinate with the MoH&SW in the implementation of policies and SOPs
• Support the development of annual work plans and budgets for the CH&SWT in close cooperation with the HC and the PC, and all stakeholders
• Represent Merlin’s activities and achievements in the counties, as required by the CMT

Human Resource Management
• Assist in recruitment planning for national staff for positions identified to support the CH&SWT and where relevant contribute to job descriptions and staff selection

Other
• Provide coverage for other posts when necessary and carry out any other responsibilities as requested by the Health Coordinator and Operations Coordinator

Person Specification
Essential
• Advanced degree in Public Administration, Hospital Administration, Business Administration, Business Management or equivalent
• Extensive experience in capacity development in the health sector at international level
• Comprehensive experience of providing high quality advisory services, on-the-job training and mentoring to local partners of government departments in an international context
• Experience in managing organizational change
• Demonstrable skills in health programming, health system strengthening, and capacity building of organizations
• Demonstrated problem solving skills and ability to use sound judgement in applying technical expertise to identify and resolve a wide range of complex issues/problems
• Strong negotiating, influencing and consultative skills, with the ability to form strong internal and external working relationships
• Excellent team worker with experience of communicating effectively with colleagues from different functions and cultures
• Strong communication skills, with excellent written and spoken English
• Confident and proficient in the use of MS Office
• An understanding of and commitment to Merlin’s mission and values
• An ability to live and work in a hot and humid environment

Desirable
• Ability to work under extreme pressure, on occasion in a highly stressful environment
• Very good knowledge of institutional mandates, policies and guidelines.
• Previous experience of working in West Africa within health care projects/public health

To apply for this position
Please download an application form from our website www.merlin.org.uk Completed form should be emailed to applications@merlin-uk.org stating in the subject field ‘SCBM LIBERIA.’

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.

Country Finance Director

Location: Central African Republic
Responsible to: Country Director, Programme Finance Manager
Working with: Country Management Team, Programme Finance Officer and Head Office
Start Date: ASAP
Duration: 24 Months (subject to funding)
Salary: £32,050 to £32,800 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.

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 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

The UN has described the situation in CAR as “the world’s most silent crisis.” Following a decade of coups and mutinies which have destroyed infrastructure and shattered the economy, the resurgence of armed conflict in October 2005 between the government and rebel forces in the north of CAR sparked a humanitarian crisis. The most affected areas were the prefectures of Bamingui-Bangoran, Vakaga, Nana-Gribingui, Ouham, Ouham-Pende and Nana-Mambere.

In response to this situation, Merlin conducted an assessment in CAR in May 2007, which identified significant unmet needs in the health sector. Merlin subsequently set up a primary health care (PHC) project in Kaga Bandoro, the capital of Nana Gribizi prefecture as part of a 3-year strategy to increase access to and the capacity of government health services in CAR.

This program has comprised of curative, inpatient observation, reproductive health services in 11 health facilities, expanded programme on immunisation (EPI) in three fixed facilities, preventive and promotive health services, disease surveillance, capacity building and HIV/AIDS awareness in the community. Merlin will hand over its activities in this region in the course of 2010.

Merlin’s work in CAR is continuously adapting to the situation on the ground and recent developments have led the organisation to focus its activities in Nana Mambere prefecture, in the west of the country. Merlin started a programme in August 2008 in Bouar and its surroundings supporting 3 health centres. Merlin will scale up in this region in the beginning of 2010, continuing its work on primary health care and starting a nutrition programme.

Main purpose of the role

Merlin’s country programmes vary considerably in terms of their focus, size and complexity, and also in levels of financial capability and strategic thinking. The Country Finance Director is a key member of the Country Management Team, which is responsible for managing existing country activities and developing a clear country strategy and associated income streams.

This role is directly managed by the Country Director, and is technically managed by the Programmes Finance Manager in Head Office, and appraisal for this role is undertaken jointly by the Country Director and the Programmes Finance Manager.

This role links directly with the Programmes Finance Officer in Merlin’s Head Office in London on a day-to-day basis and the effectiveness of this relationship directly impacts project management and accountability.

The Country Finance Director, as a member of the Country Management Team, plays a key role in developing and implementing the country strategy especially the required financial inputs, as well as ensuring that there are sound financial practices in country and rigorous budgetary control.

This position provides financial management for a multi-programme and multi-site operation in a challenging living and working environment. A key priority in all locations is to embed clear financial management controls and to ensure understanding of and compliance with these by all staff.

Overall Objectives

Reporting to the Country Director, and working closely with Programmes Finance team in Merlin’s London Head Office, the Country Finance Director will:

• Be a member of the Country Management Team and take the lead role on financial planning, forecasting, budgeting and developing financial management capacity throughout the country.

• Directly manage the Country Finance Team to ensure effective and proactive financial leadership, support and guidance is provided to managers in country.

• Be responsible for the preparation and reporting of field finances to head office and ensure that budget preparation, financial reporting and amendment planning for donors is completed in a timely manner and approved by head office before submission.

• Ensure appropriate systems and procedures, support and guidance for country programmes.

• Be responsible for the Human Resources and Administration functions. (in some locations only)

Responsibilities

Financial Oversight
• Ensure internal financial procedures, systems, policies and controls are applied and complied with throughout the country programme operations by all staff
• Be the lead person and provide financial support on all financial issues in the country Management Team
• Develop the funding/finance strategy for the country
• Prepare budgets, amendments and forecasts working with the Country Director and others
• Provide Head Office with all necessary financial information both proactively and on request
• Ensure donor reports and requirements are complied with to maximise available funding
• Monitor and control the balance sheet accounts

Procedures, Systems and Controls
• Ensure compliance with local regulations in respect of financial and other matters (e.g. Registration, Foreign Exchange, taxation and labour laws).
• Ensure compliance with the financial and other requirements of donors
• Ensure the development and implementation of in-country financial security guidelines and regularly review their effectiveness and the compliance of all staff with these guidelines
• Conduct internal audits for the field sites every three months, to ensure that all financial and administrative procedures are carried out in line with Merlin policies and guidelines and local Legislation
• Regularly review the financial and reporting systems to ensure that they continue to be fit for purpose

Treasury
• Co-ordinate and maintain a cash forecasting system to ensure that adequate funds are available to meet the working requirements of the programmes
• Ensure that payments are made in a timely and secure manner across all the country operations
• Along with the finance department in Head Office, ensure that all debts are recovered promptly

Donor Reporting & Monitoring of expenditure
• Prepare donor financial reports in line with donor reporting requriements
• Monitor 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 respective Programme Coordinators and Programme Managers understand variance implications and how to respond to and manage them effectively.

External Relationships & Compliance
• 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.
• Liaise with local legal advisors when necessary
• Ensure appropriate and timely contact with in-country government agencies to ensure that all legal requirements are met, e.g. work permits, import licences
• Liaise with International NGO Finance Directors in-country and actively participate in inter-agency co-ordination meetings.

Management and training
• Manage and support the performance and development of the in-country finance and administration staff, to ensure the provision of an efficient and effective service.
• Make regular visits to Field sites for monitoring and supervision purposes
• Provide financial support, training and advice to all individuals in country.

Human Resources
• Oversee the HR function to ensure sound in-country HR policies and procedures which comply with Merlin HR policy, local labour laws and good practice, and which promote Merlin’s organisational values
• Advise and coach line managers and staff on Merlin’s national HR policies and good HR practice including appraisal, performance management, staff development, discipline and absence management.
• Supervise the administrative needs of the international staff including flight bookings, obtaining legal documentation, holiday and R&R planning, salary advances and international staff return forms
• Coordinate and support all aspects of the recruitment and selection process of national staff (including job description development, recruitment planning, advertising & shortlisting, selection interviews and tests, job offers, salary calculations and issuing contracts) in liaison with line managers, ensuring that Merlin’s recruitment process and good practice is carried out in all recruitment and selection activity.
• Ensure accurate maintenance and safe storage of all staff HR records (e.g. contracts, leave records, pay history etc)
• Manage timely, accurate and systematic payroll and income tax payments for all national staff
• Manage the national HR Manager

Person Specification
Essential
Qualifications, experience and competences
• Qualified accountant ACCA, ACA, CPA, (or equivalent), or substantial relevant work experience
• In depth knowledge of financial systems and implementing internal controls
• Practical experience of pro-actively monitoring and reporting on budgets
• Proven experience of analysing financial information to understand the current situation and to determine the strategic direction
• Understanding of financial security issues and how to develop appropriate guidelines
• Proven administration skills
• Strong ability to plan and work independently
• Experience of living or working in different cultures and countries
• Strong communication skills, with excellent written and spoken English & French
• Confident and proficient in the use of MS Office with advanced Excel skills
• Experience of establishing strong working relationships with colleagues from different functions or 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

For roles involving HR management
• Knowledge and understanding of HR practices & issues
• Experience of development and implementing HR policies & procedures, and of supporting staff and managers in their use

Desirable
Qualifications, experience and competences
• Experience and understanding of working in a donor environment and meeting donor compliance requirements
• Good experience of managing and undertaking high quality recruitment processes
• Some experience of managing a team within a finance department
• Proven experience of introducing and managing changes to finance systems, procedures and practices
• Experience of dealing with employee relations issues
• Experience of financial management with an international NGO in an overseas setting
• Familiarity with mid-range accounting systems (e.g. QuickBooks, Sage, PS Financials)
• Experience of HR management in an overseas setting (for roles involving HR management)
• Experience of office management

How to apply

To apply for this position
Please download an application form from our website www.merlin.org.uk.The completed form should be emailed to applications@merlin.org.uk stating ‘CFD CAR’ in the subject field.

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.

Logistics Manager

Country: Afghanistan
Responsible to: Country Director
Responsible for: Logistics team
Works with: Country Management Team (CMT) and Head Office Regional Logistics Officer
Location: Kabul with travel to Badakhshan, Kunduz, Takhar
Contract Duration: 6 month contracts extendable by up to two years
Starting Date: ASAP
Salary: £33,600 - £34,350 per annum (dependant on relevant experience) inclusive of restricted movement allowance
Benefits: Insurance cover, accommodation, R&R 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: 10th April 2011

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 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
The overall purpose of Merlin programmes in Afghanistan is to reduce excess morbidity and mortality amongst vulnerable populations through the provision of priority health services to a network of health facilities and Community Healthcare Workers.

Merlin currently implements programmes in three north east provinces encompassing a Community Midwife Education (CME) project in Takhar, and Basic Package of Health Services (BPHS) in both Badakhshan and Kunduz in partnership with local partner Care for Afghan Families (CAF).

Main purpose of the role
The Country Logistics Manager (LogMan) is responsible for managing and delivering an efficient and effective logistics service across all programmes and field sites. This includes implementing, monitoring and following-up across all logistics disciplines to ensure that Merlin’s standard policies and best practice is adhered to. The role will provide leadership, technical support and capacity building to the international and country logistics staff in all areas of their roles. The LogMan represents logistics as an active member of the Country Management Team (CMT) and will ensure effective cross departmental interaction.

Overall Objectives (scope)
This role will:
• Develop the Country Programme Logistics Strategy in close coordination with the Country Director and ensures its timely implementation.
• Assure efficient and effective management of the pharmaceutical supply chain in difficult circumstances.
• Provide logistics guidance, advice and support to all programme and field sites and the logistics staff in those locations as necessary or as requested.
• Ensure that Merlin’s policies, systems and guidelines are implemented, used and adhered to
• Ensure constructive and effective working relationships are developed and maintained with the CMT, Field Offices and Head Office.
• Represent logistics as an active member of the CMT.

Responsibilities
Programme Support
• Lead the logistics components of project planning and preparation of donor proposals and reports in collaboration with the CMT.
• Provide input on logistics matters to the CMT for proposal and report writing.
• Ensure donor compliance and produce regular, timely and accurate narrative and financial reports for Merlin
• Identify areas of improvement in the organisation of logistics, and work with the CMT and local logistics teams to realise them.
• Represent Merlin with relevant external organisations and networks (for example NGO Logistic Coordination fora, the UN Logistic Cluster), actively networking and building relevant relationships.

Security
• Participate in development, review, implementation and monitoring of Merlin’s security measures in-country, at the request of the Country Director (CD).
• Monitor the security context and any deterioration in this that could affect logistics operations and provide guidance to teams/sites as required in close coordination with and as requested by the Country Director.
• Ensure proper functioning and maintenance of Merlin compounds in cooperation with the responsible department.

Technical
• Responsible for the appropriate selection, installation, use and maintenance of equipment across the following technical disciplines: Information Technology, Communications, Mechanics, Energy & Electricity, Cold Chain.
• Act as technical lead, advisor and manager of specific WATSAN, Healthcare Waste management or construction activities as required by the programme.
• Ensure high quality, appropriate technology solutions, liaising with the Head Office Technology Manager where necessary.

Procurement & Supply Chain
• Develop, in collaboration with the CMT and Project Coordinators a coherent procurement strategy that takes into consideration Merlin’s Procurement and Pharmaceutical Quality Assurance Policies, donor requirements, project duration and needs, lead time and delivery constraints
• Maintain a high quality, country-wide procurement system, which is accountable, transparent and compliant with Merlin’s Procurement and Pharmaceutical Quality Assurance Policies and donor requirements.
• Ensure active monitoring of the purchasing process including overseeing local customs clearance of imports, until delivery of the goods and the official handover of items against signature of receipt.
• Ensure that the filing system to record and archive all procurements is rigorously maintained.
• Ensure the maintenance of a supplier database and develop robust local supplier relationships.
• Ensure effective and efficient links with Merlin Regional Logistics Advisor for all logistical matters.

Warehouse Management
• Ensure that procured stocks are received, registered, and dispatched in an efficient and accountable manner.
• Ensure that the filing system to record and archive all stock movements is rigorously maintained.
• Ensure, in collaboration with the medical teams, Merlin’s Drug Management Guidelines are adhered to country-wide.
• Maintain control and accountability of all stock, monitoring storage, request and issuance in accordance with Merlin’s Warehouse Management Guidelines.
• Conduct physical stock checks periodically and investigate discrepancies.

Asset Management
• Responsible for all asset and inventory management according to Merlin’s Asset and Inventory Management Policy including regular updating and verification.

Fleet Management
• Ensure fleet requirements for the programme are met.
• Ensure safe operation of the fleet through driver selection and training, quality maintenance to include routine checks and regular service and establishing / enforcing local fleet operating procedures.
• Ensure appropriate use of the vehicle by all staff (e.g. use of seatbelts, adherence to speed limits, vehicle booking process and movement monitoring system)
• Report monthly on fleet management according to Merlin’s Logistics Reporting policy.
• Ensure appropriate provision of servicing facilities and management of spare parts.

Human Resource Management
• Responsible for the line management of specified logistics staff in accordance with HR policies and procedures, including recruitment and performance management.
• Responsible for the technical line management of all Field Logisticians.
• Actively involved in all the recruitment and selection of the country logistics teams.
• Responsible for the capacity building and training of all logistics staff to improve efficiency, awareness of, and compliance with, logistics systems and procedures.

Person Specification
Essential
Qualifications, experience and competences
• Substantial experience of undertaking a logistics role within an international NGO and within difficult operating environments (e.g. insecurity, lack of infrastructure, natural disasters)
• Significant and demonstrable technical knowledge across a the following technical logistics disciplines:
 Supply Chain
 Information Technology
 Communications
 Mechanics
 Energy & Electricity
 Cold Chain
• Substantial knowledge of at least one of the programme components:
 Health Provision
 Rehabilitation
 Construction
 Water and Sanitation
• Good experience of implementing security guidelines
• Good experience of leading and driving the development and implementation of a logistics departments strategy
• Good experience in recruitment and performance management of staff.
• Good, proven experience of training and developing staff
• Experience as part of a Senior Management Team
• 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 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
Qualifications, experience and competences
• Experience of financial management
• Experience of health related logistics / medical logistics
• Experience of emergency preparedness planning from a logistical perspective.
• Experience of working in the region

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.

How to apply

To Apply for this Post
Please download an application form from our website www.merlin.org.uk Completed forms should be emailed to applications@merlin-uk.org stating clearly in the subject field the job title, country and reference number (if any).