Operations and Reporting Officer

Job opportunity

Operations and Reporting Officer

Location: Goma

Closing date: November 21st, 2012

I.         Description

Responsible To: Operations Manager Works With: Provincial health team, and wider Provincial Management Team. Works with desk and M&C team based in London. Location: North Kivu, Goma with frequent field travel Contract Duration: 12 months Salary: £24,220 - £24,970, dependant on relevant experience, inclusive of annual Cost of Living allowance Benefits: Insurance cover, accommodation, return flights 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 that 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.

Context and Background Merlin will contribute to increasing the capacity of governments and communities in fragile contexts to address priority health issues through operational involvement and sharing expertise and evidence. We will increase our target population from 9.5 million to directly reach at least 15 million people by the end of 2015.

Merlin has set global outcomes in order to enable us to monitor and identify progress against the above. They fall across the following areas of our work: access to primary health care, reproductive and child health services, disease control, nutrition and Health system strengthening. Collecting evidence that demonstrates achievement of these global outcomes requires all areas of operations to be systematically collecting relevant data. To do this, Merlin has developed a Results Framework to describe what evidence countries will collect and an Evidence and Impact policy to describe the processes that will facilitate this. .

The Democratic Republic of Congo (formerly Zaire) is the third largest country in Africa and The Democratic Republic of Congo is the second largest country in Africa and one of the poorest. Decades of dictatorship and civil war have left much of the national infrastructure destroyed. Merlin has been operational in DRC since 1997. Merlin teams have provided emergency medical care to the most vulnerable populations in Maniema, Kasai Oriental, North Kivu and Orientale Provinces. Activities have included emergency response, support to primary and secondary health care facilities (including supervision, supply of drugs, and the payment of incentives), reproductive health, institutional capacity building, immunisation campaigns, nutrition, WASH, and the rehabilitation of health facilities.

From 1 January 2012 Maniema and North Kivu will operate as autonomous programmes, each reporting direct to head office in London; they will be supported by country offices in Goma and Kinshasa.

In North Kivu Merlin currently works in Rutshuru/Binza, Kayna, and Birambizu health zones, providing essential health care services to DPs and host populations; and will provide the health component of the rapid response to movements of population (RRMP) mechanism throughout the province.

Main purpose of the role Support the Operations Manager and the Provincial Management Team (PMT) in dealing with operational objectives, in line with their strategies.

The Operations Assistant will support the Operations Manager in dealing with external relations, e.g. attend general coordination meetings, support in liaising with local authorities, stakeholders, partners and donors. The Operations Assistant will also focus on assisting the Operations Manager and the Provincial Health Director by coordinating the preparation of proposals to donors, and implementing a reporting system to those donors. She/he will also support the HO M&C team with co-ordination and liaison of any private donor’s visits and the gathering of information to be disseminated to a wide supporter audience, (e.g. case studies, diary pieces, and additional photos). The Operations Assistant will also focus on assisting the Operations Manager in facilitating internal reporting and ensuring information is timely and appropriately distributed within the field teams and shared with Head Office.

II.        Overall Objectives (scope)


-       Support the teams in the production of high quality proposals, progress reports and proposal submissions to donors;

-       Support the teams in the regular distribution of internal information related to programmes and activities to external audience;

-       Support the teams in effective project management;

-       Support the Operations Manager in representing Merlin in general coordination meetings in Goma, and providing feedback and information on these meetings.


III.            Responsibilities General


Become familiar with Merlin’s Nord Kivu programme, including aims, achievements and the context within which the programme is carried out, project objectives and activities, security guidelines, financial and administrative policies and logistics procedures

1.     Coordination (internal / external)


-       Attend general coordination meetings and report back to the Operations Manager and to the teams as relevant;

-       Facilitate Merlin’s representation with donors, local authorities, stakeholders, and partners through the production of regular updates about Merlin’s programmes and activities in Nord Kivu;

-       Facilitate the distribution of information between departments both in Nord Kivu and in Head Office through a regular reporting system and the production of monthly reports;

-       Developing general presentations of Merlin and its history for various audiences (including the general public, potential donors, embassies, and local communities);

-       Under the Guidance of the Operations Manager, drafting of newsletter articles and other external communication/media products;

-       Coordinate and track the submission of internal reports between field bases and PMT;

-       Support in the gathering of information to be shared with partners in coordination forum.


2.     Grant management and communications


-       Assist in the development of the field team’s donor compliances understanding including reporting and proposal writing;

-       Produce and ensure implementation of lessons learned documents in subsequent activities;

-       Maintain the donor management and report tracking system• Maintain donor grant files (electronic and hard copies) and ensuring the collection of all key project documents;

-       Liaise with M&C teams in London office regarding the gathering of material for dissemination to the private donor base;

-       Prepare regular stories for the Merlin website;

-       Support and be the point of contact for the DP team if any agreed private donor visits take place.


3.     Project management


-       Ensure that projects show clear stakeholder management and support in coordination level liaison with partners;

-       Support in the establishment and maintenance of project monitoring and evaluation plans, and in ensuring the effective and efficient management of the project consistent with the project management cycle and compliant with Merlin systems and guidelines;

-       Support in the field sites in monitoring the evolving humanitarian situation and considering immediate and strategic responses;

-       Coordinate the organization of regular full project management meetings and the follow up of recommendations.


IV.           Person Specification Essential Qualifications, Experience and Competences


-       Strong communication skills, with excellent written and spoken English and French;

-       Proven report writing skills;

-       Willingness to live and work in challenging conditions;

-       Confident and proficient in the use of MS Office;

-       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;

-       Experience of liaising with various departments on private donor issues or needs;

-       An understanding of and commitment to Merlin’s mission and values.


V.            Desirable Qualifications, experience and competences


-       Good knowledge of principles and standards of humanitarian aid;

-       Experience in project proposal writing• Experience in eastern DRC;

-       Good knowledge of donor management, reporting and strategy.


VI.           How to apply

To apply for this position to apply for this job, please go to www.merlin.org.uk/jobs and apply using our online recruitment system. In order to apply for a job with Merlin online you will need to complete a short registration process and create an account – the online recruitment system explains how to do this. Once your account has been created, you will be able to save the information that you have entered in your application and re-visit it at any time before you submit it.

If you are unable to apply online for any technical reason, please contact applications@merlin.org.uk.

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