Job: Secretary to Country Management Team

Location: Yangon, Myanmar 
Deadline: Sunday, 22 September 2013 

Description

Re Announcement

Position: Secretary to Country Management Team

No. of Position:1

Responsible To: Position Country Director

Works with: Country Management Team

Location: Yangon

Start Date: As soon as possible

Only short-listed applicants will be contacted. Due to the urgency of this position, applications will be short listed on a regular basis and we may offer this post before the closing date.

Merlin International Profile Merlin is a UK specialist charity which responds worldwide with vital healthcare and medical relief for vulnerable people caught up in natural disaster, conflict, disease, and health system collapse. Each year, Merlin helps more than 20 million people in more than 20 countries. For more information about Merlin, please visit our website at www.merlin.org.uk.

Context and Background

Merlin established an organisational presence in Myanmar in 2004, operating under a Memorandum of Understanding with the Ministry of Health. Merlin implements programmes in Ayeyarwaddy Region in the Delta region and in Chin State and Sagaing Region in the North-west with a country head office in Yangon. Merlin's activities include TB and malaria control projects, the Integrated Management of Maternal and Childhood Illness (IMMCI) and Water, Sanitation and Hygiene Promotion (WASH). All of these are carried out as community based activities where improving access to health care and changing behaviour patterns operate side by side. In 2012 Merlin will open programmes in Shan State. Merlin works with remote and isolated communities or communities affected by disasters and over the years Merlin has trained volunteer health workers and village health committees on the topics of TB, Malaria and Maternal and child health in order to improve access to basic health care. Merlin has worked on developing a demand driven model of both basic curative services and preventative behaviour practices that could be replicable in other areas of the country and so far this has had a significant positive impact upon the communities we support. In 2011, Merlin has been able to extend current funding and bring in new funding to the region which has allowed for a significant expansion of the coverage area. This includes the start up of an HIV programme in Homalin and Primary health Care in Shan. Altogether Merlin supports over 1400 community volunteers in around 1200 villages across 7 Townships: Homalin, Tamu and Kalay in Sagaing; Hakha and Thantlaing in Chin; Laputta Township in Ayerwaddy Division; Kutkai in Shan State.

1. General description of the role This role will support the Country Director and the wider Country Management Team. Specifically the role will provide day-to-day support to the Country Director and CMT in administration, logistics and communications across a range of areas including (but not limited to):

• Secretariat and administrative support
• Public Relations
• Information Management

2. Specific roles and responsibilities a. Secretariat and administrative support:

• Maintain and update Country Director's diary (and those of other CMT members where appropriate), arranging appointments and engagements Coordinate and oversee arrangements for travel of Country Director and other CMT members (where appropriate) including preparation of itineraries Draft and prepare correspondence and documents on behalf of Country Director where applicable Organise and manage the CD's business correspondence including procedures to ensure confidentiality of information Arrange travel and administration for CD and other CMT attendance at seminars and conferences, and participate where necessary Support translation duties for the CD and expatriate CMT members as required Provide administrative support to weekly CMT meetings including production of minutes and agenda circulation Create and maintain the office reference library and CD's library Support arrangements for interviews conducted by CD and CMT members (for national and international staff) Assist CMT in administrative issues related to personal travel/accommodation issues etc Keep international staffs individual employee files up to date Track on international staffs leaves approval process and file up to date Liaise with other departments within Merlin to ensure arrangements are in place for external visitors, principally from London HQ, to the Country Programme (accommodation, internal travel arrangements, meetings etc.)

b. Public Relations:

• Maintain availability of current Merlin publications, brochures and leaflets for distribution by the CD or other senior staff
• Check/edit documents before printing (English and Myanmar)
• Maintain updated contact and telephone list for CD and other CMT members
• Maintain an updated calendar of events for senior staff
• Maintain an updated calendar for national staffs planner tracking sheet
• Maintain an updated welcome package for new staff/ guests
• Support the update of programme and project brochures/leaflets
• Develop additional selected promotional material to support the profile of Merlin in Myanmar
• Any other relevant duties as requested by CD c. Programme Information Management:
• Organise and maintain filing of project documents in both hard and soft copies, project correspondence, contracts and copies of official documents (e.g. MOU) Provide support in other areas as reasonably requested

3. Other:

• Person Specification Essential Qualification, Experience and Skills
• Degree from recognized university Minimum 3 years of work experience in a similar position Fluency in both written and spoken English Good communication and inter-personal skills Good organizational skills and attention to details Experience in the usage of computers and office software packages.

Desired Qualification

• Completion of Secretarial training course Previous work with an International Organization Experience in administration processes and procedures, including systems for the management of information (both hard and soft copies)

Interested candidates are invited to submit an application (CV and a Covering Letter in English ONLY) detailing why they are interested in the position and ensure there is an up to date contact Telephone number / Email address and references to any of the following addresses: Yangon Office – 224 A, 4th Floor, Salomon Building, U Wizara Road, Bahan Township Email: ygnreception@merlin-myanmar.org

Deadline for Application is on 22 September 2013. Only short-listed applicants will be contacted.

More Info and Application