Job: Project Manager – Surgical Platform Team

Department: ProgrammesLocation: LondonDeadline: Tuesday, 16 July 2013

Description:

Responsible to: Head of Emergencies or designated manager in the country of posting

Responsible for:Warehouse Logistician and Procurement Logistician

Works with: Merlin Response Team, Head of Global Operational Support, HO Logs Dept

Location: London with frequent UK travel to storage facilities and emergency overseas deployment.

Duration: 3 years

Salary: Â£ 34, 410- £36,410 per annum (including Special Market Supplement of £4,120 per annum to be paid if appropriate) (dependent on relevant experience) CRB check basic and DfID Security Clearance

Requirements:

Please note that:

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. This is an unaccompanied position. For security reason, certain nationalities will not be considered for the role. Recruitment of this position is subject to funding.

Merlin

Merlin is an international health charity, saving lives in the world's toughest places. Merlin responds with healthcare, when people are overwhelmed by natural disaster, conflict or disease and in need of immediate help. We focus on treating those who are beyond the reach of existing health services. After the immediate crisis, Merlin stays on to assist recovery. Using our expertise, we support health workers and strengthen existing health services. We build resilience by helping those at risk of future health disasters, to be better prepared. We think everyone should have access to lasting healthcare. We believe good health is fundamental to transforming people's lives, that's why Merlin is A Force for Health.

Department

This role is part of the emergency section. The role leads Merlin's Surgical Platform logistics team.

The Surgical Platform Team will respond to events globally that require the immediate deployment of a selfcontained surgical facility, such as an earthquake. This team will work in close cooperation with the UK Department for International Development.

Main Purpose of the Role

This role will coordinate the setup, storage and maintenance of the Surgical Platform in the United Kingdom, and its deployment during emergencies.

Overall Scope

• Project manage the timely implementation of the surgical platform project & lead the project execution team.
• Lead on procurement of the materials and equipment.
• Lead on the warehousing and storage of the materials and equipment.
• Lead on the deployment of the surgical hospital equipment and materials.
• Lead on the end of deployment logistics, return to store of materials and equipment & replenishment of stocks.
• Coordinate with project partners, external consultants, internal support departments and DFID as required.
• Support in pre-deployment training & simulation exercises.
• Contribute to development of organisational policy and guidance for logistics.

MAIN DUTIES/RESPONSIBILITIES:

The responsibilities for the role will include:

Project Management:

• Ensure that the project is maintained on schedule as per the project work plan through proactive planning & management of resources during the implementation and maintenance phases.
• Keep all stakeholders updated on a regular basis regarding the progress of the project
• Coordinate the inputs & involvement of internal and external stakeholders to ensure smooth running of the programme
• Create effective project plans for the deployment & return phases and execute them successfully when required.

Procurement:

• Supervise the procurement activities of the
• Surgical Platform stock and ensure all items are purchased according to the timeframe defined, including coordinating the supply of pharmaceuticals.
• Review and approve procurement plans and analysis.
• Support relevant stakeholders in determining the most effective technical solution available in the market.
• Execute procurement activities in accordance with Merlin financial and logistics policies & procedures.
• Ensure donor compliance and produce regular, timely and accurate narrative and financial procurement reports for Merlin and donor.

Warehouse Management:

• Supervise the warehouse activities and ensure the readiness of stock for deployment overseas.
• Maintain a high level coordination between procurement and warehousing activities, ensuring the correct reception and storage of equipment and supplies.
• Responsible for stock control consistent with Merlin procedures (participate in regular stock checks and produce monthly stock reports).
• In coordination with the Warehouse Manager, maintain a stock replenishment plan.

Freight:

• Negotiate and arrange transport of goods with shipping or freight companies in the UK and abroad.
• Determine method of shipment, and prepare bills of lading and other shipping documents as required.
• Check import/export documentation to determine cargo contents, and classify goods into different fee or tariff groups, using the UK/relevant country tariff coding system where appropriate.
• Prepare loading plans and ensure that standard waybills are duly completed.
• Coordinate warehousing activities related to packing and shipping merchandise.
• Arrange insurance coverage for goods in transit and while deployed.

Surgical Hospital Deployment:

• Become familiar with the contents of each module and its deployment, including the set up and disassembling of medical equipment and devices, radios/communication equipment, cold chain, generators and water sanitation facilities.
• Participate in regular exercises (in the UK) by coordinating the deployment, assembling/disassembling of any or all Surgical Platform modules.

Emergency response:

• To respond to humanitarian emergencies under the management of the Head of Emergencies by facilitating the early set up of the Surgical Platform, including the handling of customs and freight.
• To support the initial humanitarian response in emergency areas for periods of up to 90 days.
• To coordinate the disassembling of the Surgical Platform handling of customs and freight. and its return to the UK, including the
• To coordinate with the relevant clusters, donors, other sector actors and national/local authorities as necessary.
• Responsible for overseeing all logistics activities in for the deployed hospital, including international and local procurement, warehousing, power supply, communications, fleet and equipment maintenance and management in co-ordination the country lead and in line with Merlin guidelines.
• Oversee and monitor deployed assets and equipment.
• To provide leadership in developing an appropriate and timely intervention in close coordination with Merlin Head Office, to include participation in: Rapid needs assessment; Security management; Donor negotiations; Programme administration;
• Recruitment of staff. Organize and/or attend logistics cluster meetings, both internal and external, being the focal point for logistics operations supporting the Surgical Platform

Assessment:

• Under the coordination of the Head of Emergencies, participate in designated country assessments in relation to the deployment of the Surgical Platform or in related emergency preparedness activities.

Human Resources:

• Assist in creating the surgical logistics team, including recruitment, team building, and performance management, and staff development.
• Assess the continuing training needs of staff and ensure training needs are appropriately met and within budget.
• 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.
• Lead in strengthening existing capacity and further develop skills where required.

Safety & Security

• Monitor the security context and any deterioration in this that could affect operations and provide guidance to teams/sites as required
• Ensure that in-country Safety & Security Plans are developed and updated on a regular basis in collaboration with the relevant stakeholders, including contingency plans.
• Provide support and advice for improved security management in the field hospital site and Country Management Team.
• Facilitate the evacuation of field based teams if necessary.

Other:

• In close cooperation with relevant HQ departments, assist in the continuing development of Merlin internal policies relevant to the Surgical Hospital operational support. In close cooperation with UK Med and DFID representatives, ensure that all Merlin operations are fit for purpose and in line with their expectations
• Establish and maintain a logs filing system to include all equipment manuals, maintenance schedules and logs documentation.
• In close cooperation with Merlin internal and external technical advisors, act as the Surgical Platform focal point for technical areas such as maintenance, vehicles, radios, office equipment, cold chain, generators and also basic water/sanitation structures and support.
• Fulfil other roles as per specific terms of reference developed by the Head of Emergencies in accordance with skills and experience of individual team member.

Dimensions and Limits of Authority

• The role will be responsible for managing a team of two logisticians.
• The role will be responsible for procurement, warehousing, transport, inventory and asset management, despatch and maintenance for the surgical hospital project.
• The role will be responsible for leading the logistics component of an operational deployment of the surgical hospital for a period of up to 90 days.

Person Specification

Essential qualifications, experience and competences

• Extensive proven experience of project and operations management in emergency humanitarian context (preferably in projects having a significant element of logistics complexity)
• Experience of emergency response.
• Strong technical skills in project management, supply chain management, freight forwarding, communication systems, power supply, and fleet management, as well as in one or more of the following: construction, water and sanitation, cold chain management.
• Extensive experience of security management in insecure environments
• Extensive experience of managing, training and supporting staff.
• Good experience of planning and managing budgets.
• Strong experience of writing narrative and financial reports.
• Valid UK international driving license (manual gears).
• Good experience of external representation.
• Ability to work in and maintain a positive team dynamic in insecure environments.
• Level-head, resilience, and stress management skills for self and team.
• Ability to learn quickly and assimilate information from multiple sources.
• Excellent management and interpersonal skills.
• Good training skills and a commitment to staff capacity development.
• Ability to reflect on and learn from personal and programme performance and act upon lessons learnt.
• Problem solving skills in day-to-day and crisis situations.
• Strong communication skills, with excellent written and spoken English.
• 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 prioritising a high workload and multiple tasks in a fast paced environment with tight deadlines. Experience of proactively identifying and addressing issues.
• Able and willing to travel to remote and insecure locations for short periods of time and at short notice.
• An understanding of and commitment to Merlin's mission, values and behaviours

Desirable qualifications, experience and competences

• Previous management level experience with Merlin.
• Previous management experience in emergency humanitarian aid sector Relevant university degree in logistics, business, or development.
• Working knowledge of second language, especially French and/or Arabic.
• Experience of health-specific logistics.
• Knowledge and experience of Merlin's systems, procedures, and values &/ DFID's grant management policies.

Data Protection

Please note that in accordance with the 1998 Data Protection Act, Merlin will hold and use personal information that you have given for the purpose of recruitment and employment. This information can be stored in manual and/or electronic form. This information may also be disclosed to third parties in accordance with the Data Protection Act. In cases where a job offer is conditional on ensuring that potential employees' names do not appear on counter terrorism lists generated by the United Nations, European Union or the United States due to donor funding requirements, Merlin will use the information that you have given for checking that your name does not appear on these lists.

Work Permits

Work permits are required for UK-based posts by all non-EC nationals. You therefore need to have the right to work in the UK order to apply for this post, and proof of this right will be required, at interview, and before any offer of employment is made.

How to Apply

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.