1 BACKGROUND
The Ministry of Health and Wellness (MOHW) is the preeminent government organization whose mandate is “To ensure the provision of quality health services and to promote healthy lifestyles and environmental practices”. The MOHW manages health sector donor-funded projects channelled through the GOJ which includes the funds that support the National HIV Response Programme referred to as the Principal Recipient (PR) under the HIV response contracts implementing stakeholders under the GF grant (Implementation Agreement) UNICEF, UCSF and CTECH.
The National HIV/STI/TB Programme since its inception in 1988 has been mandated to assist the Government in the fight against the HIV/AIDS epidemic. A National HIV/AIDS Strategic Plan (NISP) for the period 2014-2019 was developed to help curb the spread of the epidemic through increased awareness, targeted interventions, preventative Programmes, and by placing an emphasis on a multi-sectoral approach to slowing the spread of HIV/AIDS. The current NISP for up to 2030 is under development but the strategies of the 2014 – 2019 plan are generally still relevant.
The HIV/STI/TB Unit is responsible for the National HIV Response and is the MOHW arm entrusted with the management, coordination and monitoring of HIV donor-funded Programmes. The HIV/STI/TB Unit referred to as the Project Coordinating Unit (PCU) supports the MOHW in its capacity as Principal Recipient (PR) of the Global Fund grant resources, responsible for providing technical support and guidance in Treatment, Care and Support, Grant Management, Prevention Financial Management; EEHR, Procurement and Supply Management, M&E and
Administration. The PCU is also responsible for providing technical support for Treatment Care and Support activities for UCSF and CTECH. The Unit procures and coordinates the supply and distribution of health products and non-health products which includes ART and test kits for the response and submits reports/updates to the MOF&PS, JCCM, GF, UCSF, CTECH and Planning Institute of Jamaica (PIOJ). The MOHW-HIV/STI/TB Unit seeks to engage the services of an Administrative Consultant to support the implementation of the donor funded projects.
2 GOAL OF CONSULTANCY
Support the Ministry of Health & Wellness by providing administrative support in executing project activities for the National HIV/STI/TB Response to ensure successful completion of Workplan activities.
3 OBJECTIVE OF THE CONSULTANCY
Provide administrative support for the effective compliance to the relevant policies and procedures and implementation of procurement activities to include the timely submission of reports and the provision of services to both the PCU and SRs in the field.
4 SCOPE OF WORK
The Administrative Consultant will perform a wide range of duties, which include but are not limited to the following:
- Assist in coordinating the administrative activities for the programme both at the MOHW and Sub recipient level
- Provide support in conducting reviews of the project for implementing entities to ensure compliance with the relevant procedures and guidelines in place.
- Prepares and files correspondences and relevant information as necessary
- Assist in conducting internal audits to assess the adequacy, effectiveness and efficiency of the established internal controls and procedures
- Conduct periodic checks both internal and external to ensure recommendations are being implemented in a timely manner
- Coordinate meetings with the Administrative Regional Teams and Civil Society implementing partners to provide guidance on the execution of their workplan activities
- Attend meetings as required and produce meeting notes and action items for circulation
- Coordinate and execute the procurement process for workplan activities funded by both the GOJ and International Donors
- Maintains the Programmes office and meeting supplies inventory ensuring that adequate stock is available for all activities
- Assist in conducting the relevant capacity needs assessment with the implementing entities as necessary
- Coordinate and Maintain the Programme’s Life Insurance Plan
- Assist in developing and implementing training schedules to address the needs of the implementing partners
- Conduct one on one training with the implementing entities based on the gaps identified during the relevant reviews
- Liaise with and provide technical support to the implementing partners during their recruitment process of staff and consultants
- Attend meetings on behalf of the Component and provide the relevant reports/updates as required
- Prepares monthly, quarterly and interim reports on related activities
- Performs any other related duties
5 DELIVERABLES AND KEY OUTPUTS
| Deliverable | Timeline |
| Work Plans
The Work plan is the operational document for the consultancy and is used to determine the required inputs for the development and delivery of the output of the consultancy. As such the Work plan must detail: · Major task – outlining the area of focus for the consultancy · Key Activities – specific activities to be undertaken · Performance standards – Time line for the achievement of tasks associated with the consultant deliverables · Critical Resources – Resources required to effectively carry out all deliverables |
Quarterly |
| Monthly Report
The Consultant will be required to submit Monthly Progress Reports summarizing: – the progress made during the period (planned vs. – actual targets, etc.) – the proposed activities for the ensuing month, – risks, challenges, gaps, and recommendations for addressing them – adjustments to be made to project plans as required |
Monthly |
| Annual and Special Reports | To be determined based on work plan
activities |
| All information and or documentation attained during the Consultancy will remain the property of the MOHW. | |
- QUALIFICATION AND EXPERIENCE
- A first Degree in Business Administration, Management Studies, Social Sciences, Information Technology, Public Administration or Equivalent.
- At least three years’ work experience in Administration
- Ability to use software applications such as Word, Excel, PowerPoint
- Knowledge of Government Procurement procedures would be an asset
- Excellent interpersonal, communication and computer skills
- Ethical and have the ability to work effectively in a highly confidential environment
7 REQUIRED COMPETENCIES
- Good working knowledge of MS Office applications (Word, Excel) Microsoft Outlook and Microsoft Project
- Knowledge of Government Procurement procedures
- Ethical and have the ability to work effectively in a highly confidential environment
- Good Oral and written communication skills
- Good Interpersonal Skills
- Good analytical and problem solving
8 CONTRACT PERIOD
Duration : 1 year
Type of Assignment: Contract
9 EVALUATION OF CONSULTANT
The procuring entity shall evaluate the CV on the basis of their responsiveness to the TOR applying the evaluation criteria and point system specified as follows:
- Qualifications [50%]
- Experience [30%]
- Competencies [20%]
Total weight: 100%
Minimum pass park of 80% required.
Once the evaluation is complete the Consultants who attain 80% and above will be contacted for an interview.
10 SUPERVISION/REPORTING STRUCTURE
The Consultant will report to the Senior Medical Officer, HSTU or his/her designate and provide the following for approval:
- Monthly Reports
- Quarterly Workplan
- Any other reports deemed necessary
11 LEAVE ENTITLEMENT
There is no leave entitlement under this Consultancy
12 PAYMENT SCHEDULE
The Consultant selected will be paid on a monthly basis upon the submission of the agreed deliverables outlined in the workplan.
13 RESPONSIBILITY OF THE MOHW
The MOHW will provide access to office space and the relevant office equipment as the need arise for the execution of the relevant deliverables.