TERMS OF REFERENCE Administrative Coordinator, Epidemiology

  1. Background

The Ministry of Health and Wellness seeks to strengthen the capacity for analysis of surveillance data at the national level.  This is in recognition of the increased availability of data and need for rational use of data to inform interventions. This includes the use of data generated via routine disease/event based and sentinel surveillance systems as well as the identification and harnessing of non-traditional data sources. It is apparent in light of recent outbreaks that a critical component of the national surveillance system is the ability to maintain capacity and remain resilient in the face of new public health threats.  The system must therefore be able to maintain routine data management functions while responding to increased demand for useful information synthesized in the face of public health threats.

To this end, the Ministry of Health and Wellness is building a data science team capable of processing large volumes of routine and new or Big data in ways that meet the needs of various stakeholders.  This includes building the capacity to develop and maintain resilient systems for timely data capture, processing and information synthesis and dissemination.  The data science team will consist of existing staff with the addition of data scientists and other staff who will enhance the analytical capabilities at the national level and improve the capacity for data analysis and use at the subnational levels.

An Administrative Coordinator will be recruited to coordinate operations and liaise with the Grant Management Team regarding administrative activities of the improvement initiative. 

  1. Objective(s)
    • Coordinate and document the progress of the epidemiological surveillance improvement initiative
  1. Scope of Work
    • Document the overall scope and objectives of the epidemiological surveillance improvement initiative
    • Develop and manage a detailed project schedule and work-plan
    • Define and manage resources efficiently and effectively
      1. Prepare a budget
      2. Track costs
      3. Prepare expenditure reports
      4. Initiate and track the progress of procurement processes
    • Provide progress reports to the Ministry of Health and Wellness and the funding agency at regular intervals
      1. This includes adjustments to schedules, resources, or other aspects of the initiative
    • Maintain industry standards and best practices throughout the life of the initiative
    • Measure and monitor performance to identify inefficiencies and identify areas for improvement
    • Support CDC-MOHW Cooperative Agreement and data science team in building capacity for analysis of HIV/AIDS related data at the national level
  1. Responsibilities of the Ministry of Health and Wellness
  • The Ministry of Health and Wellness will provide access by the Administrative Coordinator to the relevant personnel and other resources to facilitate completion of specified tasks. The Ministry will also provide guidance and feedback to ensure adequacy of work outputs.
  1. Responsibility of the Contractor
  • The Contractor will ensure that (i) assigned tasks and regular duties are effectively carried out in accordance with the standards and principles of the Ministry of Health and Wellness (ii) support is provided to sub-national teams in a timely manner and (iii) confidentiality is maintained in the execution of duties.
  1. Accountability and Reporting Systems
  • Services will be contracted by the Ministry of Health and Wellness. The Contractor will report to the Principal Medical Officer, National Epidemiologist.
  1. Deliverables

Table 1.  Deliverables and due dates



  1. Detailed work plan


  1. Budget and Expenditure Updates


  1. Implementation Progress Report to include progress on HIV/AIDS related activities under the CDC-MOHW Cooperative Agreement


  1. Other Ad Hoc Reports

As needed

  1. Eligibility Requirements

The Contractor should have:

    • An undergraduate university degree in Business, Computer Science, Project Management, or other related degree
    • Certification/Qualification/Training in Project Management is an asset
    • A minimum of 5 years’ experience in project management
    • Excellent organizational skills as evidenced by reference reports
    • Excellent interpersonal skills
    • Proficiency in the use of the Microsoft Office suite
    • Proficiency in the use of Trello or other appropriate project management software
    • Proficiency in English (written)
    • Proficiency in English (verbal)
    • An in-depth understanding of the organization and management of public and private institutions and NGOs
    • An understanding of the laws and protocols that govern the administration of funds obtained through the United States Centers for Disease Control and Prevention
    • Experience in managing a government project funded by the CDC or a multilateral funding agency will be an asset
  1. Funding

Funding for the contracted service will be supported through the CDC Cooperative Agreement allocation to the Ministry of Health and Wellness. The CDC has committed to funding activities under the Cooperative Agreement for the next five years.

  1. Duration

The duration of the contract will be for the period of one year. The option for renewal will be subject to the availability of additional funds from the CDC over the five years of the Cooperative Agreement.   



Proposals will be evaluated on the basis of :


Evaluation Criteria

Max. Score

Actual Score


An undergraduate university degree in Business, Computer Science, Project Management, or other related degree



Certification/training in project management



Experience working in project related environment



Written Communication Skills



Total Score



                  Candidate must attain a minimum mark of 70 to be considered