Provincial Operations Manager

Avis d’offre d’emploi

Provincial Operations Manager

Lieu d’affectation : Kindu

Date de clôture : 03 Décembre 2012


I.              Details de l’offre

Programme: Democratic Republic of Congo (DRC), Maniema province Responsible to: Provincial Director (PD) Responsible for: Programme Coordinators (PCs) Works with: Province Health Director, Province Finance Director and Province Logistics Manager Location: Kindu, Maniema Province with frequent travel to field sites Start Date: ASAP Duration: until March 2013 Salary: £36,710 - £37,460 per annum (dependant on relevant experience),inclusive of Cost of Living Allowance
Benefits: Insurance cover, accommodation, R&R and a annual leave entitlement of 24 days per annum rising to 30 days at the completion of 12 months of continuous employment with Merlin.

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.

Only short-listed applicants will be contacted.

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.

Background and Context 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..

In Maniema Merlin works in ten health zones, and supports 9 hospitals and over 100 health facilities. This work is funded by DFID under a multiyear funding agreement that runs from 2008 up to march 2013.

Main purpose of the role

To support the Provincial Director (Maniema) (PD) in the operational management of the DRC programme in Maniema Province, including, security, logistics and human resources. Line manages the Project Coordinators (PCs) to ensure the timely completion of donor-funded projects and ensure compliance to Merlin policy and procedures and to donor guidelines.

This short term assignment focuses on the correct and timely closure of the Maniema programme activities, ensuring that the exit strategy is implemented as planned - in terms of staff management, asset handover, reporting, and the logistic implications of project closure. The Provincial Operations Manager might be involved in rapid needs assessments in the event of new urgent needs and in PC support to the on-going projects in Maniema.

II.             Overall Objectives (scope)


-       To efficiently manage the project remaining activities and closure (March 2013) ;

-       To co-ordinate activities between the field sites in Maniema ;

-       To play a key role in developing Merlin’s position within Maniema ;

-       To monitor and maintain compliance with standard Merlin procedures and guidelines and with donor guidelines ;

-       To work closely with the PD in the monitoring of security and compliance with security guidelines ;

-       To support the field medical team, and support staff in a correct closure process ;

-       Maintain a strong working relationship with other provincial management team members and all PCs ;

-       Represent the PD when required.


III.            Responsibilities Operational Management


-       Overall responsibillity for effective and efficient management of project completion at all project sites, consistent with the project management cycle, programme objectives, activities and indicators ;

-       Co-ordinate plans, proposals, and budgets for new projects and extensions of projects ;

-       In collaboration with the Monitoring & Evaluation Co-ordinator ensure project monitoring systems are in place and that reviews are undertaken periodically in conjunction with the team, the PD, project partners and relevant local stakeholders ;

-       Maintain regular project team meetings at all field sites to ensure project time-line fulfillment and donor/Merlin compliance ;

-       To assist PD by monitoring the evolving humanitarian situation in the project regions and consider strategic and immediate responses ;

-       Line manage Project Co-ordinators to ensure that appropriate Merlin management, administration, personnel, logistic, finance and communication systems are in place ;

-       Ensure regular communications are maintained between the field sites, Kindu, Kinshasa and London ;

-       Maintain a strong working relationship with the Provincial Management Team: Provincial Director, Provincial Health Director, Provincial Finance Director, Provincial Logistics Manager, Provincial HR/Admin Manager ;

-       Ensure adherence to timelines for all proposals and review proposals as necessary ;

-       Ensure reports are completed in accordance with deadlines and undertake report editing where necessary ;

-       Assist in assessment or evaluation planning and execution in Maniema field sites ;

-       Undertake regular travel to all field sites as dictated by the PD and/or the needs of the project, security and staff etc.

-       Proactively contribute to programme development and strategy.


1.     Security


-       Acting as the key safety and security focal point (SSFP) for all safety and security issues within the Maniema province ;

-       Gather and disseminate information on security issues to relevant staff: namely the PD and PCs in each field location ;

-       Ensure field site safety and security plans and guidelines are up to date and reviewed at least quarterly ;

-       Ensure all Merlin staff in Maniema are adequately briefed on safety and security ;

-       Carry out training of PCs and other key line management staff, of security plans and support them in implementation ;

-       Ensure all security incidents are reported through the correct channels, and that analysis is passed to the PD ;

-       Attend all security related meetings at provincial level and represent Merlin DRC in these forums ;

-       Responsible for updating and circulating the constant companion to all provincial staff ;

-       Actively monitor field site security and advise the PD about developments ;

-       Notify PD, international, and national staff of any increases outbreaks of insecurity and advice on specific actions that should be taken ;

-       Specific duties as detailed in the Safety and Security Management Toolkit.


2.     Logistics/Finance/Administration


-       Ensure appropriate administrative, financial and logistical Merlin systems/procedures in accordance with donor guidelines are in place, maintained and adhered to so that all support functions are carried out effectively and efficiently ;

-       Maintain familiarity with donor compliance issues, ensuring all projects are compliant with donor and Merlin procedures/requirements ;

-       Ensure appropriate documentation of projects for accountability and future donor inspection/audit ;

-       Assist the Provincial Logistics Manager in follow-up and co-ordination of logistical issues with field sites and specifically in handing over assets in relation to the programme closure ;

-       In co-ordination with the Provincial Logistics Manager undertake logistics systems monitoring and review ;

-       Review budgets for submission to donors and provide advice and assistance where necessary ;

-       Maintain an overview of project spending and financial reporting and provide advice and assistance on project spending and budgeting.


3.     Human Resource Management

-       Ensure that all staff are aware of and understand the project closure in a timely manner ;

-       Support team members to the extent possible by providing timely notice period, and reference letters ;

-       Undertake expatriate staff appraisals for PCs in accordance with Merlin’s Human Resources procedures ;

-       Maintain good team communication, engender positive team dynamics and take remedial action as soon as problems occur ;

-       Support team members professionally and monitor and support stress management ;

-       Monitor staff welfare in the field sites and ensure appropriate steps are taken to improve living and working conditions where necessary ;

-       In liaison with PD, ensure all new team members are adequately briefed on arrival in the field, and departing team members are debriefed ;

-       Provide support to administrative team in the dismissal process for national staff ;

-       Ensure with the Provincial HR/Admin Manager that international staff leave requests are processed and HR files regularly updated ;

-       Ensure procedural compliance for: o International staff appraisal deadlines for anyone immediately managed by the relevant PCs. o Staff movements, ensuring all relevant parties are informed (PD, field sites, Goma, Kinshasa, London) in a timely fashion ;

-       Plan national and international staff requirements and liaise with the provincial management team and the Human Resource department in London with approval of the PD.


4.     Communication/Representation

-       Ensure regular communications are maintained between the field sites and the provincial management team, acting as the focal point for communication ;

-       Represent field site teams at the provincial management team meetings ;

-       In coordination with the PD, represent Merlin in Maniema to donors, local and national health authorities, other NGOs, and any other parties as required ;

-       Support the PD’s strategic co-operation initiatives with international and national NGOs active in Maniema.

5.     Other

Provide coverage for other posts when needed and carry out any other responsibilities as requested by the PD.

IV.           Person Specification Essential


1.     Qualifications, Experience et Compétences

-       Previous field humanitarian experience in a management role in an overseas post-conflict or development environment ;

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

-       Strong international project coordination and management experience, including:

·       Project needs assessmentØ Project proposal development ;

·       Logical framework development ;

·       Report and proposal writing ;

·       Security management ;

·       Personnel management.

-       Experience of representation/liaison with government officials, local authorities, NGOs, civil society groups and donors ;

-       Strong knowledge of donors compliance such as ECHO, DFID, OFDA and GFATM ;

-       Strong security management experience ;

-       Strong leadership skills and a supportive management style ;

-       Diplomatic and effective communication skills ;

-       Proven administrative, problem solving and organizational skills ;

-       Proven experience in budget and grants management ;

-       Experience of managing large teams situated in multiple project sites ;

-       Flexibility and the ability to remain calm under pressure ;

-       Experience of conducting needs assessments and project development ;

-       Experience of financial and administrative management ;

-       Experience in HR management ;

-       Ability to work under stressful conditions and to remain calm under pressure ;

-       Good team-worker and able to live and work closely with a small team ;

-       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 ;

-       Confident and proficient in the use of MS Office ;

-       Ability and willingness to undertake frequent travel to field sites ;

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


2.     Desirable

-       Previous experience of working in Central/West Africa ;

-       Experience in project closure ;

-       Experience in the health sector ;

-       Relevant degree in a related field.

How to apply:

To apply for this position to apply for this job, please go to 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

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