Home Tenders TERMS OF REFERENCE – Project Administrator (consultant)

TERMS OF REFERENCE – Project Administrator (consultant)

Project to Increase the Capacity of Medical Waste Management Systems in Jamaica


  • The Ministry of Health and Wellness (MOHW) together with its Regional Health Authorities (RHAs), Agencies and related organizations comprise the public health system and are responsible for health care delivery across the island. There are four (4) RHAs managing the 24 hospitals and 318 health centres in the public health system. The private healthcare system consists of six (6) hospitals and several doctors’ offices, medical care services, nursing homes, dental clinics, mortuaries, veterinary clinics, pharmacies and laboratories.
  • In 2005, it was estimated that the health sector generates approximately 1,596 tonnes of medical waste annually. Approximately, 83% of the total is generated by public healthcare facilities, while the remaining 17% by private healthcare facilities.
  • Historically, on-site incinerators were used to treat medical waste in Jamaica, however this changed in 2004 with a policy position to adopt alternative non-incineration technologies for the treatment. This change is in keeping with the May 2004 Stockholm Convention on Persistent Organic Pollutants (POPs) and the March 2004 WHO Policy Paper on “Healthcare Waste Management” as well as the promulgation of new regulations on emission limits for existing and new incinerators.
  • Jamaica also adopted a regional approach for medical waste collection and treatment in order to maximize the benefits of non-incineration technologies, furtherance to the recommendations of the Crown Agent Report (2003). The Ministry being the main generator of medical waste is responsible for the management and operation of said collection and treatment systems.
  • The first regional treatment facility was constructed in 2008 with the steam sterilization and shredding technology; operations commenced in January 2009 with a treatment capacity of 500 tonnes per year. It was expanded in 2012 and currently has a capacity of 1000 tonnes per year. There are also three (3) existing incinerators located at St. Ann’s Bay Regional, Mandeville Regional and May pen Hospitals used to treat medical waste. However, these incinerators are of an inappropriate design, aged (over 50 years), unreliable and are posing serious environmental and health risks by generating toxic emissions and hazardous residues. With few acceptable treatment options available, some medical waste go to disposal sites untreated or are dumped illegally.
  • None of the island’s solid waste disposal sites are engineered or sufficiently equipped to treat or dispose of hazardous wastes in an environmentally sound manner. These sites are not adequately secured and are not classified as sanitary landfills. The disposal sites also lack appropriate facilities for the collection and management of leachate, landfill gas control including release, capture or treatment as well as vector control. There is also no centralized facility for the interim storage or treatment of hazardous wastes.
  • The current medical waste treatment capacity at the Central Medical Waste Treatment Facility is inadequate for the quantity of infectious medical waste generated in the country, particularly since the onset of COVID-19 pandemic. There is a constant backlog of medical waste stockpiled across the country, stored under less than ideal conditions due to current treatment inadequacies. The improper storage of backlog medical waste at public institutions has now reached crisis levels; resulting in foul odours and presentation of vermin in some facilities, which is a direct breach to infection control guidelines and increases the patient’s risk of hospital acquired infections due to a high population of flies in patient care areas.
  • The unsuitable and unsanitary stockpile of backlog waste at some institutions have now caught the attention of the Public Health Department in some regions and the Councillors for the respective Parish Councils. This matter has the potential to cause negative publicity for the Regional Health Authorities and the Ministry of Health and Wellness, if not resolved soonest.
  • It is therefore vital that additional treatment capacity is procured urgently to mitigate against a possible public health crisis at our healthcare facilities.
    • The Ministry of Health and Wellness has an obligation and ethical responsibility based on the Service Level Agreement (SLA) with the Regions to ensure the appropriate treatment of medical waste.


Provide administrative support to the Project Management Office to facilitate the implementation and monitoring of the activities under the project.


  1. Provide logistics and administrative support to the Project Management Office;
  2. Assist the Project Manager in tracking project deliverables and follow-up on respective submissions;
  3. Liaise with stakeholders and follow-up on various project activities to ensure timely completion of recommended actions and deliverables;
  4. Assist with desk top research and preparation of application documents for funding and regulatory approvals;
  5. Provide administrative support in regards to the preparation of projet plans, documents, budgets and reports as directed;
  6. Assist with procurement activities in accordance with GOJ Procurement Guidelines and control procurement activities to include but not limited to:
    • Follow-up with suppliers to ensure delivery of goods & services within established timeframes;
    • Monitor completion status of procurement activities and prepare status reports;
    • Prepare procurement documents for payments;
    • Follow-up with Account Department to ensure timely preparation of payment to suppliers;
  7. Provide frequent feedbacks and updates to the Project Manager on the implementation status of planned activities, decisions and/or recommended actions;
  8. Prepare correspondences to various stakeholders as instructed;
  9. Support preparation for the project meetings;
  10. Record all project meetings and prepare minutes as required, circulate minutes and action sheet and follow up with stakeholders to ensure timely completion/implementation of meeting outcomes;
  11. Maintain and update project files (hard and electronic);
  12. Monitor and maintain adequate inventory of stationery, office supplies and equipment;
  13. Maintain a calendar of events/appointments and communicate deadlines to the Project Manager and other relevant stakeholders;
  14. Organize and execute tasks related to hosting of training workshops, conferences, seminars, site visits or public relation activities under the project;
  15. Maintain a record of timesheets for all Consultants on the project, if required;
  16. Provide support for project closeout, audits as well as monitoring and evaluation exercises;
  17. Perform any other duty as may be assigned by the Project Manager


  • Bachelor’s degree in Business Administration, Human Resource Management or related field;
  • At least five (5) years’ experience in General Administration;
  • Minimum of two years’ experience working in a project environment preferably in the public sector in Jamaica;
  • Familiarity with theoretical and practical aspects of project management;
  • Familiarity with Jamaica’s medical waste management system and public health landscape would be considered an asset;

5       key COMPETENCIES

  • Strong interpersonal and excellent networking abilities
  • Knowledge of the relevant GOJ Procurement procedures, rules, regulations and policies.
  • Sound decision-making and time management skills
  • Results oriented and able to meet strict timelines for outputs
  • Excellent communication skills including solid command of both oral and written English and mastery of public speaking
  • Work well under pressure and accustomed to working outside of regular working hours
  • Good working knowledge of MS Office applications (Word, Excel)
  • Must possess a valid driver’s license and own a reliable motor vehicle


Internal Relationships

  • Project Manager
  • Finance and Accounting Unit
  • Project Unit
  • Human Resource and Administration Division
  • Legal Service Unit
  • Transport Unit
  • Regional Health Authorities
  • Senior Directors in the MOHW

External Relationships

  • Pan American Health Organizations (PAHO)
  • National Environment and Planning Agency (NEPA)
  • National Solid Waste Management Authority (NSWMA)
  • Local Parish Councils
  • National Health Fund (NHF)
  • Ministry of Finance and the Public Service
  • Ministry of Economic Growth & Job Creation
  • Ministry of Local Government and Rural Development
  • Consultants contracted/assigned to the project


  • Duration : 2 years
  • Type of Assignment: Contract

           Place of Work:                                                       Ministry of Health & Wellness – REIT Building

                                                                                             52-60 Grenada Way, Kingston 5


The Consultant will report to the Project Manager and provide the following for approval:

  • Monthly Report


There is no leave entitlement under this Consultancy.


The Consultant will be paid $3,770,761.00 per annum.

Timeline Percentage Payment Deliverable
September 2023 – August 2025 100% (equal instalments per month Monthly Report


11    Evaluation Criteria

The procuring entity shall evaluate the CV based on responsiveness to the TOR applying the evaluation criteria and point system specified as follows:

Bachelor’s degree in Business Administration, Human Resource Management, or related field 30%
Subtotal 30%
At least five (5) years’ experience in General Administration; 20%
Minimum of two years’ experience working in a project environment preferably in the public sector in Jamaica 10%
Subtotal 30%
Adequacy for the Assignment
Familiarity with theoretical and practical aspects of project management 20%
Familiarity with Jamaica’s waste management system and public health landscape 20%
Subtotal 40%
TOTAL 100%