LOCAL COMPETITIVE BIDDING
Project Name	EIR Implementation Project
Project Location	Jamaica
Position	Communication Specialist
Funding	Government of Jamaica
Duration	12 months

 

BACKGROUND

The Ministry of Health and Wellness (MOHW) recognizes the critical importance of immunization in protecting public health and preventing the spread of vaccine-preventable diseases. As part of our ongoing commitment to improving healthcare services, we are embarking on the Electronic Immunization Registry Implementation Project. With this initiative, we aim to introduce an advanced state-of -the-art Electronic Immunization Registry (EIR) system by 2025, that will revolutionize the way immunization data is collected, managed, and accessed. The EIR system represents a significant step in the Ministry’s effort to enhance the accuracy of immunization records, improve vaccine coverage, and ensure that every citizen has access to timely and high-quality vaccination services.

The successful implementation of the EIR system will empower our healthcare professionals, strengthen our vaccination programs, and contribute to improved health outcomes for our citizens. This initiative underscores our mission to provide accessible, efficient, and quality healthcare services, and we invite qualified candidates to join us in this endeavor to protect the health and well-being of our nation.

The MOHW is seeking a dedicated and experienced Communications Specialist to be part of the initiative for this transformative project.

  

OBJECTIVES OF THE CONSULTANCY

To design and implement a national communication and visibility plan for the EIR, as well as to work closely with the PIU, Change Management and Deployment Specialist, to increase awareness of the EIR and immunization promoting greater knowledge among key stakeholders and the general public.

 

SCOPE OF WORK

The consultant will be responsible for designing and executing comprehensive communication strategies for the implementation of an EIR. This includes creating clear, engaging content, and disseminating key messages to healthcare professionals, government agencies, and the public to facilitate the successful implementation of the EIR. The consultant will also foster stakeholder engagement and ensure that the benefits and functionality of the EIR are effectively communicated. The consultant will play a pivotal role in upholding and enhancing the MOHW’s public image by articulating the significance of this innovative healthcare initiative to diverse audiences.

 

To undertake these responsibilities, the consultant will be required to:

• in collaboration with the Change Management and Solution Deployment Officer, develop a comprehensive communication plan that outlines objectives, target audience, key messages, and channels for project communication;
• in collaboration with the other members of the PIU manage the implementation of the communication strategies;
• create a detailed stakeholder communication and engagement plan with costings, a timeline for project updates, stakeholder engagement, and feedback mechanisms;
• organize and facilitate regular meetings, workshops, and webinars with relevant stakeholders, including other government Ministries, Departments and Agencies (MDAs), healthcare providers, key stakeholders and the public, to foster collaboration, disseminate information and gather feedback;
• develop clear, concise, and informative content for various communication channels, including press releases, newsletters, social media posts, and other materials as required to communicate project objectives, benefits, and progress;
• support public communications activities of the PIU through the drafting of talking points, speeches, press releases, Op-Eds, interviews, events, photos and other communication products;

• provide guidance for exhibition planning and assist in the preparation and set up of booths and displays for project visibility;
• create visual products and design graphic products in keeping with organizational standards;

• establish and maintain relationships with relevant media outlets to ensure accurate and timely coverage of project activities;
• prepare a crisis communication plan to address unforeseen issues or challenges that may arise during the project;
• continuously monitor the effectiveness of communication efforts, gather feedback, and provide regular reports to project stakeholders;
• provide training and guidance to project team members and stakeholders on effective communication practices;
• in collaboration with the other members of the PIU, manage the implementation of the change management actions;
• establish the processes and procedures to clear channels of communication between the direct and indirect stakeholders;
• working through the technical team in the PIU and the Regional Heath Authorities, manage staff engagement sessions and documentation dissemination within the targeted pilot sites;
• produce progress reports and case studies highlighting the project’s communication achievements and impact;

• develop, maintain and update a digital photo record.

 

CONDITIONS OF CONTRACT

SELECTION METHOD	Quality Based Selection (QBS)
PERIOD OF CONTRACT	Twelve (12) months
PAYMENT METHOD	1.     Deliverable based contract 2.     Payment will be made upon submission of an invoice and subject to MOHW acceptance and approval of respective deliverables after contract signing.
FUNDING	Government of Jamaica
REPORTING ARRANGMENTS	The consultant will report to the Project Manager for the EIR Implementation
SUPPORT	The consultant will be provided with all tools of trade facilitation in undertaking the assignment
INTELLECTUAL PROPERTY	All information obtained 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	None
TRAVEL	Travel as required under this assignment is authorized and should be included in the final price

DELIVERABLES

NO	DELIVERABLE	DESCRIPTION	DUE DATE	% OF COST
1	Inception Report and Work plan	Work Plan and inception Report for all the tasks to be undertaken. This shall include the approach to be adopted and timetable for the work to be undertaken to successfully deliver the expected outputs.	30 days after contract signing	8.7
2	Stakeholder Communication and Engagement Plan	A strategic approach to proactively engage and communicate with various stakeholders, including government agencies, healthcare providers, and the public. The plan will provide a structured framework to identify stakeholder needs, concerns, and feedback mechanisms, and to facilitate stakeholder meetings, workshops, media interviews, and press releases during the project implementation. This should include the budget for each activity.	As per approved workplan	17.4
3	Crisis Management Plan	A comprehensive framework for addressing unforeseen issues, challenges, or emergencies that may arise during the project’s lifecycle. It will include strategies for timely and transparent communication with stakeholders, as well as clear procedures for managing and mitigating any crises.	As per approved workplan	17.4
4	Communication Materials and Tools	A comprehensive suite of resources tailored to the specific needs of the project. These resources will encompass a range of communication materials, including brochures, presentations, and digital	As per approved workplan	8.7
5	Thirty two (32) Sensitization Sessions	Sensitization sessions to effectively disseminate project updates, key messages, and critical information to stakeholders ensure that the EIR implementation is well-communicated and understood by all relevant parties for the successful rollout and sustainable operation of the EIR.   Eight (8) sessions across each of the pilot sites in each of the four regions	As per approved workplan	21.7
6	11 Monthly Project Progress Reports	Update to all project stakeholders on progress and identify any major issues that might have arisen. The reports should include the following information: Project milestones; Latest project update; Current project health; An assessment of the project’s progress against the project plan; A detailing of tasks completed and what’s next; A summary of actual costs against budget: An overview of project risks and any issues identified.	Within 5 days of each month	17.4
7	Final Report	The report must detail the achievement of the project and any lessons learnt during implementation.	Within seven (7) days of the end of the consultancy	8.7
			TOTAL	100%

 

SELECTION CRITERIA

		RATING	SCORE
	QUALIFICATIONS
	Bachelor’s degree in Communications, Public Relations, Marketing, or a related field	MANDATORY   15
	WORK EXPERIENCE
	Minimum 3 years in communications	MANDATORY   10
	KNOWLEDGE AND SKILLS
	Ability to develop comprehensive communication strategies aligned with organizational goals	10
	Ability to plan, execute and manage communication campaigns	10
	Ability to produce diverse content types (e.g., articles, press releases, social media posts, videos)	10
	Ability to analyze communication metrics and data	5
	Effectiveness in pitching stories and securing media coverage	5
	Ability to work with cross-functional teams and collaborate effectively with different departments and individuals	10
	Knowledge of search engine optimization, marketing and digital advertising	5
	Ability to handle communications during crises	5
	Excellent communication skills (verbal/written) to articulate plans, strategies, and recommendations clearly and persuasively to various stakeholders	5
	Ability to pivot strategies based on new information or circumstances	5
	Proficiency in managing social media accounts	5
	TOTAL	100
	Candidate must score above 70% to be eligible
1. Candidates must demonstrate that the required experience is clearly stated on the submission of their curriculum vitae
2. Candidates must include copies of qualifications and certifications in the submission of their curriculum vitae
3. The Ministry of Health and Wellness reserves the right to utilize an interview as part of the evaluation process