| Project Location | Jamaica |
| Title: | Project Officer – Construction |
| Place of Work | Ministry of Health and Wellness |
| Project Name | Project Code Care |
| Funding Source | Government of Jamaica/Ministry of Health and Wellness |
| Project Duration | 15 Months |
| Proposed Start date | November 30, 2023 |
- BACKGROUND:
Since 2020, the Public Health system in Jamaica has utilised a myriad of interventions to manage and curtail the impact of COVID-19. A key element of the Pandemic Response Plan is the review and enhancement of the Infection Prevention and Control Measures for health facilities. These enhanced measures included the suspension of elective surgeries which resulted in the reduction of surgeries by 70%.
The onset of the COVID-19 pandemic in March 2020, increased the backlog of elective surgeries. In 2019, there were 77,846 surgical procedures conducted in Jamaica, of this, 11,896 were day-surgeries and 25,871 were considered minor surgical procedures. Since the pandemic, it is estimated that in Jamaica surgeries were being cancelled at a rate approaching 1000 per day (COVIDSurg Collaborative, 2020). Delays in elective surgeries may cause increased infections and adverse patient outcomes.
A preliminary survey of hospital waiting times and the number of patients waiting for surgeries in Jamaica was conducted in March 2022. This, although not comprehensive, found that in excess of 7,000 Jamaicans are currently waiting for operative care. The most common surgeries are for hernia repair and cataracts.
Although a variety of reasons for the backlog have been identified through survey in addition to the complications from COVID19; it is the limitation of staff (general/specialist/registered nurses) that have posed the greatest risk. This is largely due to migration of healthcare workers (HCWs).
- RATIONALE OF PROJECT:
The impact of surgical backlog and prolonged waiting times on patient health outcomes include:
- Adverse health outcomes;
- Prolonged pain and discomfort for patients;
- Impact on patients’ mental wellbeing;
- Loss of productivity;
- Overcrowding in preoperative outpatient clinics;
- Reduction in staff morale;
- Increase in number of emergency cases as conditions deteriorate;
- Increase cost for healthcare as emergency cases cost more than elective surgeries.
Although some researchers have found no difference in the waiting time for surgeries among different socio-economic groups in public health systems, persons in the higher income bracket have more options to access healthcare, which include treatment through the private sector and medical tourism. (Sutherland JM, 2019). These options are not available to a significant portion of the Jamaican population who falls within the lower income bracket and are reliant on the public health system for health care.
To reduce the waiting list for elective surgeries, the Ministry of Health and Wellness has developed a suite of initiatives to reduce the backlog and waiting time for surgical procedures. Project CODE CARE is one of several projects that intends to reduce the backlog of surgeries by engaging specialist nurses and support staff from the diaspora in the form of nursing missions to support the nursing cadre on short-term periods of 7 to 14 days.
- Project Surgical Targets:
The aim of the project is to complete a minimum of 2000 surgeries in 6 months. Specifically:
| 600 hernia surgeries
§ 400 at KPH § 400 at STH § 200 at BCH § 200 at SPGH |
200 Fibroids
§ 200 at VJH § 200 at STH |
Abbreviation Key
Kingston Public Hospital (KPH) Spanish Town Hospital (STH) Bustamante Children’s Hospital (BCH) Savanna-La-Mar Public General Hospital (SPGH) Victoria Jubilee Hospital (VJH) |
| 100 Plastic Surgeries
§ 200 at KPH/BCH |
100 ENT Surgeries
§ 200 at KPH |
- Objective of the Project:
The overall objective of the project is:
- To reduce the backlog of surgical cases by 2000 surgeries during the project period
On achieving the project objectives, there will be:
- Reduced wait time for elective surgeries in hospitals through the increase of service staff
- Increased number of surgeries conducted over the project period
- SCOPE OF WORK FOR PROJECT OFFICER:
In accordance with the project’s overall objectives, the Project Officer will support the implementation of activities leading to the rehabilitation of identified operating theatres within select public facilities. The officer will be responsible for all associated activities from the initial assessment of the theatre and supporting amenities to practical completion and handover. The specific services to be provided by the Project Officer include:
- Identify and engage relevant stakeholders at the appropriate stage of the process (the Regional Health Authority being a key and primary stakeholder)
- Liaise with the project units from the facilities and the Regional Health Authorities to support activities such as producing initial assessments and garnering any contextual information that might be required to arrive at the most optimal results.
- Facilitate site visits to the facilities as needed (initial assessments, during the tendering process, for monitoring, work completion, etc.)
- Produce an initial statement of work in line with MOHW standards for operating theatres.
- Secure approval of the statement of work to advance the procurement process.
- Produce or facilitate the production of measured surveys if and as required.
- Produce preliminary estimates for all work to be undertaken.
- Produce priced bill of quantities for internal budgetary purposes, comparison for evaluation of tenders and to guide works as needed.
- Facilitate the engagement of consultants/firms as needed for design and construction works including preparation of TOR, support the preparation of documents for the procurement and evaluation processes.
- Manage consultants/firms that are engaged for the assigned tasks.
- Generate lists of items, fittings and equipment needed for the operating theatre upgrade.
- Secure the specifications items, fittings and equipment to be included in the bill of quantities, request for quotations, other tenders etc.
- Produce a quarterly implementation that is adjusted/updated with the submission of each monthly report.
- Participate in meetings and committees related to the facility upgrade as needed.
- Produce documentation as required by the project manager directly or in satisfying the request that comes to the project from authorized members of staff.
- Key Accountabilities and Responsibilities:
- Responsiveness
- Understand priorities of the project and ensure that urgent deliverables are actioned within a reasonable time.
- Work with stakeholders to ensure appropriate response times are maintained.
- Support Project Manager in engaging stakeholders and managing engagement agreements.
- Timely preparation of relevant documentations
- Continued and timely updates to all relevant parties/stakeholders.
- Quality
- Quickly identify project issues and establish methods to minimize or avoid negative impacts. Ensuring uniform quality is maintained.
- Efficiency
- Maximise opportunities for value for money :
- Taylor the approach to the upgrade based on contextual elements.
- Documentation / Communication
- Establishing a quality database for data storage
- Maintain clear records of all project related information
- Support PMU in managing register and schedule.
- Work closely with relevant stakeholders such as RTDs within the RHAs, Office of the Chief Medical Officer, Hospital SMOs, , and other parties
- Report regularly to the Project Manager (PM) and identify any problem issues early.
- General
The above tasks may entail occasional travel and frequent visits to the RHAs/Hospitals/Accommodations
- DELIVERABLES AND SCHEDULE
| No. | Deliverables | Timeline |
| 1. | Workplan – This 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 document must detail:
§ Methodology for providing the key outputs of the consultancy. § Resources required that are outside of the control of the consultant. § Time line for the achievement of tasks associated with the consultant deliverables. |
Within seven (7) days of signing the contract |
| 2. | 13 Monthly progress reports. To include:
§ the progress made during the period (planned vs. Actual targets, etc.) § the proposed activities for the ensuing month, § Schedule of rehabilitation and construction works. § risks, challenges, gaps, and recommendations for addressing them. § Issues log § adjustments to be made to project plans as required. § Photographs and drawings(where necessary) |
Due within the first 5 days at the start of each month
|
| 3. | Close-Out Report, to include:
§ Background/Introduction § Overall summary of the project § Implementation plan and methodologies employed § Full documented reports § Constraints/Obstacles § Summary conclusion of overall project § Recommended action(s) (if any) § Appendices |
Due within 5 days after the close of the contract period. |
- MINIMUM QUALIFICATION AND EXPERIENCE
The Consultant must meet the minimum required qualifications as detailed below or based on equivalency. Equivalency decisions are made on the basis of a combination of education and experience that would provide the required knowledge and abilities.
Qualifications:
- Graduate Degree in Project Management, Construction Project Management, Business Management or a related field
- Project Management Training or certification
OR
- Bachelor’s Degree in Construction Management, Civil or Structural Engineering, Quantity Surveying, Architecture or a related field
- Project Management Training or certification
Work Experience:
Applicants with Graduate Degree:
- At least 2 years’ experience in a managerial role with responsibility for Civil works, design, building construction-related project management
- Prior experience working with national/international organizations and/or NGOs
- Prior experience in budget management
- Project Management Training or certification
OR
Applicants with Bachelors’ Degree:
- At least four (4) years’ experience in a managerial role with responsibility for Civil works, design, building construction-related project management.
- Prior experience working with national/international organizations and/or NGOs
- Prior experience in budget management
- Project Management Training or certification
Required Skills and Knowledge:
- High competence in IT (Excel, Word, PowerPoint as a minimum)
- Knowledge of GOJ laws, policies or procedures
- Outstanding organizational/coordination abilities; ability to process and prioritize information and plan effectively.
- Interpreting technical, engineering and construction drawings and specifications
- Overseeing Construction Management and Implementation
- Coordinating and negotiating with contractors, suppliers, technical professionals and trades workers
Desired Competencies:
- Excellent communication skills (verbal/written)
- Experience working in public health, hospital or clinic management/administration, with a proven management background would be advantageous
- Ability to use online information management systems.
- Experience in customer service would be advantageous
- Strong problem-solving/Critical-thinking skills
- EVALUATION METHODOLOGY
| Qualifications: | Must satisfy all requirements | YES | |
| Work Experience: | Must satisfy all requirements | YES | |
| Required Skills and Knowledge: | High competence in IT (Project management tools, Excel, Word, PowerPoint as a minimum) | 15% | |
| Interpreting technical, engineering and construction drawings and specifications | 15% | ||
| Overseeing Construction Management and Implementation | 10% | ||
| Coordinating and negotiating with contractors, suppliers, technical professionals and trades workers | 15% | ||
| Demonstrated knowledge of GOJ laws, policies, or procedures | 10% | ||
| Outstanding organizational/coordination abilities; ability to process and prioritize information and plan effectively | 15% | ||
| Subtotal | 80% | ||
| Desired Competencies: | Excellent communication skills (verbal/written) | 5% | |
| Experience working in public health, hospital or clinic management/administration, with a proven management background would be advantageous | 5% | ||
| Ability to use online information management systems | 5% | ||
| Strong problem-solving/critical-thinking skills | 2.5% | ||
| Experience in customer service would be advantageous | 2.5% | ||
| Subtotal | 20% | ||
| Candidate must score above 70% to be eligible | Overall Total | 100% | |