| Name of the Division | Technical Services |
| Name of the Branch/Unit | Health Promotion & Protection Branch / HIV/STI/TB Unit |
- 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.
- OBJECTIVE OF THE CONSULTANCY
Provide administrative support for 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.
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.
- 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 quarterly workplan and the relevant updates as required.
- 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 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.
- 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.
- Conducts site reviews for all implementing entities to ensure compliance with all regulations.
- Liaise with and provide technical support to the implementing partners during the recruitment process for 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 assigned.
- CONDITIONS OF CONTRACT
Conditions of Contract
| SELECTION METHOD | Consultant Qualifications Selection as outlined in Section 6 |
| PERIOD OF CONTRACT | 1 Year (Fulltime) |
| PAYMENT METHOD | Payment will be made upon submission of an invoice, subject to the approval of the deliverables by the MOHW after contract signing. |
| FUNDING | Funding will be provided by the Government of Jamaica |
| REPORTING ARRANGMENTS | The Consultant will report to the Medical Programme Director, HSTU or his/her designate and provide the following for approval:
· Monthly Reports · Half Yearly Workplans · Any other reports deemed necessary |
| SUPPORT | The MOHW will provide access to office space and the relevant office equipment as the need arise for the execution of the relevant deliverables. |
| INTELLECTUAL PROPERTY | All documents produced during the delivery of this Consultancy is the property of the Ministry of Health and Wellness and requests to use same must be made in writing to the Permanent Secretary. |
| TRANSFER OF KNOWLEDGE | N/A |
| TRAVEL | Travel as required under this assignment is authorized and should be included in the final price. |
- DELIVERABLES
| DELIVERABLE | DESCRIPTION | COMPLETION TIME |
| 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: o Major task – outlining the area of focus for the consultancy o Key Activities – specific activities to be undertaken o Performance standards – Time line for the achievement of tasks associated with the consultant deliverables o 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 |
- SELECTION CRITERIA
| Criteria | Requirement | Weight |
| Qualification | A First Degree in Business Administration, Administrative Management, Management Studies, Communications, Marketing, Social Sciences, Information Technology or Public Administration.
|
60% |
| Experience | Two (2) years’ work experience in Administration.
|
40% |
Consultant must earn 100% to be considered for the consultancy. The consultant scoring 100% and having the lowest bid cost will be invited for negotiations.
The procuring entity reserves the right to accept or reject any quotation, and to cancel the process of competition and reject all quotation, at any time prior to the award of the contract, without thereby incurring any liability to the affected Individual Consultant(s).
Evidence of experience must be demonstrated on the CV, and proof of qualification must be submitted along with the CV.