Home › Tenders › TERMS OF REFERENCE – Electronic Immunisation Registry (Eir) Project Administrator

TERMS OF REFERENCE – Electronic Immunisation Registry (Eir) Project Administrator

BACKGROUND

 

Jamaica has had a very strong record of vaccination success among children. The Expanded Programme on Immunization (EPI) was established in Jamaica in 1977, to achieve>95% coverage for all nationally recommended vaccines. Jamaica currently offers vaccination against 12 vaccine-preventable diseases primarily to children. The country is adopting the ‘life course’ approach to immunization, which addresses the need for immunization schedules and access to vaccines that respond to people’s health needs over time. This approach accounts for an individual’s stage in life, their lifestyle and the specific vulnerabilities to infectious disease that they may face at any point. While routine immunizations are highly promoted during childhood, several immunizations including boosters are recommended throughout one’s life.

 

The COVID-19 Pandemic and the global rollout of COVID-19 vaccines highlighted the importance of the promotion of and investment in life-course immunization. Promoting policies that support immunization across the life course, rather than restricting it to childhood, has the potential to:

  • benefit individual and population health;
  • promote healthy aging;
  • support the long-term sustainability of health systems through reduced healthcare costs;
  • lead to wider economic benefits by promoting workforce productivity;
  • support equity and universal access to primary care by providing a platform around which these services can be provided;
  • reduce the spread of antimicrobial resistance.

 

Immunization schedules are becoming more complex with the introduction of new, more expensive vaccines leading to higher programme budgets. This has created a need for increasingly precise, complete and systematic accountability.  In order to overcome these challenges and to optimize the performance of the Expanded Program on Immunization, it is necessary to utilize tools that will help to increase coverage, improve the timeliness of vaccination, reduce revaccination and provide reliable data for decision-making.

 

EIR IMPLEMENTATION PROJECT

 

Electronic immunization registries (EIRs) are tools that facilitate the monitoring of individual immunization schedules and the storage of individual immunization histories. Jamaica will be implementing a context-fit EIR system designed to provide a consolidated patient record to healthcare workers at the point of care to enable the delivery of the appropriate vaccines at the appropriate time by providing clinical decision support, facilitating follow-up actions for missed appointments and tracking vaccine stock at the facility level.

 

The specific objective of the project includes but is not limited to:

  • generating a landscape analysis to gain a better understanding of the enabling environment;
  • creating a roadmap of the processes required to facilitate the introduction and sustainability of the EIR
  • designing and deploying a standards-based, configurable, open-source EIR to:
    • register and store routine immunization data of clients, and present this data to end-users and key stakeholders timely and in a manner that promotes evidence-based planning at all levels of the health system;
    • facilitate longitudinal tracking of immunization records of the client across all levels of the health system;
    • store and track vaccine stock information including at the health centre level;
    • enable facility-level microplanning to identify missed populations;
    • capture events supposedly attributable to vaccination or immunization (ESAVI) and adverse events following immunization (AEFI);
  • Integrating the EIR with other systems such as HMIS, LMIS and other relevant systems;
  • facilitating change management including capacity building of relevant stakeholders, including government partners, to operate, maintain and scale the EIR/IIS after the initial rollout.

 

PROJECT IMPLEMENTATION UNIT (PIU)

 

The Project Administrator will join the interdisciplinary team (Business Analyst, ICT Specialist, Change Management Consultant) headed by the EIR Manager that will lead on the significant change elements of the project.

 

The successful candidate will be contracted for two years in the first instance and report to the EIR manager. The consultant will work collaboratively with Ministries, Departments and Agencies, other Units and Branches across the Ministry of Health and Wellness (MOHW), the Regional Health Authorities (RHA’s), health centres and hospitals as well as academia.

 

JOB SUMMARY

 

The consultant will prepare action plans, analyse risks and opportunities and gather necessary resources to support overall project implementation.  He/she will provide effective and efficient administrative and secretarial assistance and have overall procurement responsibilities for the project.

 

KEY DUTIES AND RESPONSIBILITIES

 

  • Maintain a reporting system with the EIR Manager to facilitate effective communication on all aspects of the project
  • Maintain an effective system of follow-up on all correspondence on file to ensure that action is taken/finalized within given or reasonable period, issuing reminders to officers as necessary
  • Establish and monitor an effective system of internal/external communication among all project stakeholders
  • Organize and maintain a proper system of control of inflow and outflow of all correspondences and other documents and referring promptly for the attention of the relevant officer
  • Develop and maintain systems for proper storage and retrieval of all information for the Project
  • Develop and maintain an effective filing system
  • Undertake administrative duties relating to the Project Steering Committee meeting, including scheduling, recording, preparation and distribution of action sheets and minutes
  • Organize seminars, workshops and conferences as required by the PIU and attend and record proceedings. Generate minutes of meetings from notes taken at meetings, making copies of these documents and circulating them as may be required
  • Receive, monitor and/or direct all telephone calls and record messages for PIU team
  • Prepare correspondence or make contact with: MOHW, MDAs, partners, Media, project staff
  • Exercise initiative in the performance of all job functions and any other related duties which may be assigned
  • Supervise the general office activities including but not limited to telephone usage, vetting of materials produced by the team
  • Assist in updating the project’s risk management strategy in line with policies and procedures
  • Assist in the coordination and preparation of work plans for the team
  • Assist with the coordination and preparation of the budget
  • Assist in preparing technical reports and documents, including monthly project status reports, programmatic reports to donors and a monthly newsletter to project stakeholders
  • Expedite the procurement of equipment, goods and services necessary for the efficient execution of the project
  • Monitor the project’s expenditure by ensuring that bills incurred are committed in accordance with budget allocations
  • Maintain accurate documents for all payments
  • Coordinate and facilitate the flow of information between the project and all stakeholders

 

DELIVERABLES

 

  • Prepare and submit monthly project status reports
  • Prepare programmatic reports to donors and a monthly newsletter to project stakeholders

 

 MINIMUM REQUIREMENTS

 

  • First Degree in the fields of Social Sciences or Arts/Humanities with a major in Management Studies, Public Administration, Business Administration or any other related field.
  • Two (2) years working experience in general administration including working in a project environment.
  • Any equivalent combination of education and experience
  • Good planning and organizational skills
  • Working knowledge of computer applications, such as spreadsheet, word processing and database applications.
  • Excellent ability to communicate clearly, accurately and concisely, both verbally and in writing
  • Strong attention to detail and thoroughness in work product
  • Ability to multitask
  • Ability to work in a team and independently with minimal supervision
  • Fast learning, resourceful, and excellent computer skills.
  • Ability to work with tight deadlines and deliver exceptional results.

 

OPPORTUNITY SUMMARY   

 

  • Length of contract: Two years
  • Starting date: September 2023
  • Location: Kingston, Jamaica with travel across the island
  • Reporting to: EIR manager

 

EVALUATION CRITERIA:

QUALIFICATIONS RATING SCORE
First Degree in the fields of Social Sciences or Arts/Humanities with a major in Management Studies, Public Administration, Business Administration or any other related field. MANDATORY

(15)

  
WORK EXPERIENCE    
Two (2) years working experience in general administration including working in a project environment.  

MANDATORY

(15)

  
SKILLS AND KNOWLEDGE    
High competence in IT (Excel, Word, PowerPoint as a minimum) 10  
Strong problem-solving/critical-thinking skills 10  
Ability to work with minimal supervision, track multiple processes and work within a fast-paced environment 10  
Outstanding organizational/coordination abilities; ability to process and prioritize information and plan effectively 10  
Ability to work with tight deadlines and deliver exceptional results 10  
High Competence in report-writing 10  
Excellent communication skills (verbal/written) 5  
Ability to use online information management systems 5  
  100