Terms of Reference – Project Administrator

Project Administrator
Ministry of Health and Wellness -Support for the Health Systems Strengthening for the Prevention and Care Management of Non-Communicable Diseases Programme

 

BACKGROUND

The Government of Jamaica has received two loans from the Inter-American Development Bank (IDB) to support the Health Systems Strengthening for the Prevention & Care Management of Non- Communicable Diseases (NCD) Programme.The programme objective is to improve the health of Jamaica’s population by strengthening comprehensive policies for the prevention of Non-Communicable (Chronic) Diseases (NCDs) risk factors and improved access to an upgraded and integrated primary and secondary health network in prioritized areas with an emphasis on chronic disease management,  that provide more efficient and higher quality care.  This is a hybrid programme with a policy-based operation – a programmatic policy-based loan series (PBP) and an investment loan that will invest in the physical infrastructure and equipment of Jamaica’s health sector.

The Policy-Based Loan will look at policies that will consolidate regulatory measures to address the preventable causes of NCDs and to reorient health systems to address prevention and control of NCDs through a people-centred primary health chronic care model. The Investment Loan, in turn, will finance activities to consolidate integrated health networks and improve the management, quality and efficiency of health services.  The Policy Based Loan will benefit the Jamaican population at-large, while the Investment Loan will have approximately 800,000 potential direct beneficiaries who reside in the catchment areas of the health services networks that will receive investments.

The Investment Programme being implemented by the Ministry of Health and Wellness  (MOHW) has two (2) major components and an allocation to support programme administration and evaluation:

 

Component 1 – Organization and consolidation of integrated health services networks

This component will finance the purchase of medical equipment and the improvement of infrastructure for primary health care services in the catchment areas of three priority hospitals to increase their capacity in health promotion and disease prevention, especially regarding chronic, non-communicable diseases. The investments will focus on strengthening the diagnostic and screening capability as well as the clinical and resolutive capacity of health clinics. This Component will further finance the upgrading and or expansion of three (3) hospitals selected on criteria relating to strategic role in the national hospital network, supply-demand gap analyses, and physical needs assessment. The hospitals will benefit from infrastructure upgrading and or expansion as well as modernization. 

 

Sub-Component 1.1 – Strengthening Primary Care

1.1       The purpose of this subcomponent is to increase the physical capacity for service provision at the primary care level in three (3) priority geographical areas. Approximately ten (10) health centres have been identified to receive investments in medical equipment and infrastructure refurbishment and expansion. The subcomponent will finance: (i) the preparation of building designs for the construction of new infrastructure on the sites of existing facilities (three centres), expansion of existing structures (four centres), and refurbishing (three centres); (ii) the physical works required for infrastructure improvement; (iii) the purchase of medical equipment including essential diagnostic and treatment items for NCDs, such as sphygmomanometers, electrocardiogram machines, pulse oximeters, defibrillators, computerized chemistry machines, etc.); (iv) engineering services for construction supervision; and (v) corrective and preventive maintenance of medical equipment

 

Sub-Component 1.2 – Increasing the Capacity and Efficiency of Hospital Services

This subcomponent will address urgent needs to enhance patient safety and services in three (3) hospitals whose catchment areas contain the health centres identified in subcomponent 1.1. Financing from this subcomponent will be allocated to:

(i)         the building and engineering designs for the infrastructure improvement and expansion;

(ii)        the construction in three hospitals according to contracted plans and designs;

(iii)       the purchase of medical equipment to raise clinical capacity to partially account for existing demand;

 (iv)      the purchase of imaging equipment, including computerized tomography machines;

 (v)       purchase of industrial style laundry machines;

(vi)       construction supervision services; and

(vii)      the design and implementation of a corrective and preventive equipment maintenance programme.

 

Component 2 – Improvement of Management, Quality and Efficiency of Health Services

This component will provide technical assistance to design and implement the Chronic Care Model (CCM) in the participating health services networks; to review and develop care pathways and protocols; and to prepare change management, continuous quality improvement and social media marketing for behaviour change strategies. It will also finance the implementation of the fourth Jamaica Health and Lifestyle Survey. This component will further support:

  • the creation of a strong foundation for a digital health ecosystem, including the adoption of standards for interoperability, system architecture, updated governance structure, and other key elements;
  • the design and implementation of a sustainable Electronic Health Record (EHR) platform focusing on digitalization of key processes within the improved CCM;
  • the strengthening of telehealth/telemedicine/telementoring capacity to include chronic care management, and the establishment of norms and processes for its institutionalization.
  • the strengthening of telehealth/telemedicine capacity through the expansion of the ECHO model, the inclusion of chronic care in the platform, and the establishment of norms and processes for its institutionalization.

 

The Loan also supports Programme Administration and Evaluation:

This allocation will support the MOH in terms of strengthening its institutional capacity for project implementation. It will finance, inter alia, the consultants of the Project Execution Unit (PEU), specialized technical services, independent auditing, as well as surveys and studies regarding the implementation of the programme and evaluation of its impact. The PEU is structured to provide additional capability in the areas of project management, procurement, financial management, infrastructure upgrading, medical equipment specification, and health information technology. Technical and fiduciary staff from the MOH will work closely with the PEU specialists so that the MOH benefits from knowledge transfer and capacity strengthening

The Government of Jamaica (GoJ) and the Inter-American Development Bank (IDB) have negotiated a loan agreement to improve health system efficiency in Jamaica. The objective of the Support for the Health Systems Strengthening Programme (HSSP) is to improve the health of Jamaica’s population by strengthening comprehensive policies for the prevention of Non-Communicable (Chronic) Diseases.  As part of the initial preparation activities for the project the Ministry is required to establish a Project Execution Unit (PEU).

 

Under Component 2, the Project seeks to strengthen Information Systems for Health (IS4H) Information systems for health are critical to primary health care and the CCM, as well as complex care. The WHO recognizes the need for information systems for health as part of the Package of Essential Non-Communicable (PEN) Disease Interventions for Primary Health Care in Low-Resource Settings.  In order to support the work being undertaken by the   MOH to advance the governance, policy, information technology, human resource, and organizational structure components that will enable effective IS4H, a Project Administrator  is required.

 

ROLE SUMMARY

The Project Administrator will provide comprehensive project administration support services.

 

SCOPE OF WORK

  • Support effective organization of the project including assisting in identifying and solving administrative problems, programme/project planning, development and execution of stated goals and objectives.
  • Provide project administrative, management and technical expertise in the implementation and monitoring of the project and all project activities.
  • Track project deliverables and reporting timelines and work with the project team to ensure timely completion and dissemination.
  • Manage the co-coordination and preparation of meetings, workshops, seminars, and other such activities organized by the PEU
  • Enable proper and effective office management.
  • Participate in team meetings and support the capturing and completion of next steps and action items
  • Support the development of documents including presentations, reports, contracts etc. in PowerPoint, Word and other written documentation/communication
  • Prepare and proofread correspondence including reports, templates, training material, staff manuals, memoranda and documents.
  • Transcribe dictated or written material.
  • Organise and manage the hard copies of signed documentation, other paper and electronic filing systems.
  • Provide communication support to the relevant staff on time to ensure timely supports for project activities.
  • Manage calendars and arranges appointments for members of the Project Component
  • Monitor office supplies and replenish stocks as required.
  • Maintain a well-organized filing system
  • Performs other related functions assigned from time to time

 

DELIVERABLES

  1. Monthly reports
  2. Minutes of meetings
  3. Records/files maintained and secured
  4. Adequate stock of office supplies maintained

 

MINIMUM QUALIFICATION AND EXPERIENCE

The incumbent 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.

  1. Bachelors’ degree in a Social Science, Management, Administration or a related field
  2. Three (3) years’ proven experience working in an administrative or similar capacity, for example research assistant.
  3. Basic proficiency in data analysis (quantitative and qualitative) and report writing.

 

REQUIRED COMPETENCIES:

  • Proficiency in Microsoft Applications including EXCEL, POWERPOINT and WORD or equivalent 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.

 

CHARACTERISTICS OF THE ASSIGNMENT

Reporting Relationships: The Administrative Assistant will report to the Component Two Lead. All deliverables and/or reports will be reviewed and approved by the Component Lead
Nature of the Assignment: The assignment is on purely contractual basis. The tenure will be co-terminus with the project duration. The contract will be for the duration shown below in the first instance, and extended based on satisfactory performance.
Level of effort: Full time level of effort with full days Monday through Friday, operating normally within a professional office environment. Some weekend or evening hours may be necessary. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Duration of contract: Twenty-Four (24) months (subject to renewal)
Location: Kingston, Jamaica | Travel may be required to other Government entities within and outside the Kingston Metropolitan Area.
Type of Consultancy: Individual
Type of contract: Lump-sum payments based on scheduled deliverables.
Financing Agreements: Consultancy payments will be made through the Ministry of Health.

 

MINISTRY OF HEALTH AND WELLNESS
REQUEST FOR EXPRESSIONS OF INTEREST/CVS
PROJECT ADMINISTRATOR  
JAMAICA
Support for the Health Systems Strengthening for the Prevention and Care
Management of Non-Communicable Diseases Programme
Loan No: JA-L1049

The Government of Jamaica has received financing from the Inter-American Development Bank (IDB) toward the cost of the Support for the Health Systems Strengthening for the Prevention and Care Management of Non- Communicable Diseases Programme, and intends to apply part of the proceeds for the selection of a Project Administrator.

The Project Administrator will provide project administration support services ensuring the effective organization of the Project, particularly for Component Two, including assisting in identifying and solving administrative problems, programme/project planning, development and execution of stated goals and objectives.

The Ministry of Health and Wellness now invites eligible individuals to indicate their interest in providing the Services. The requirements are:

  • Bachelors’ degree in a Social Science, Management, Administration or a related field
  • Three (3) years’ proven experience working in an administrative or similar capacity, for example research assistant.
  • Basic proficiency in data analysis (quantitative and qualitative) and report writing.

The attention of interested individuals is drawn to paragraph 1.9 of the IDB’s: Policies for the Selection and Contracting of Consultants financed by the Inter-American Development Bank GN-2350-9, March 2011, setting forth the IDB’s policy on conflict of interest.  The Individual will be selected in accordance with the Selection of Individual Consultants method set out in the IDB’s Policies.

Expressions of interest in the form of an Application letter and Curriculum Vitae must be delivered to the address below (in person, or by mail, or by fax, or by e-mail) by July 29, 2019. The detailed Terms of Reference is available on the website of the Ministry of Health and Wellness at www.moh.gov.jm.

The Procurement management Specialist
Support for the Health Systems Strengthening for the Prevention and Care
Management of Non-Communicable Diseases Programme
3rd Floor, Ministry of Health and Wellness
10 A Chelsea Avenue
Kingston 5, Jamaica W.I
Tel: (876) 633-7934
E-mail: hsspproject@moh.gov.jm

We thank all applicants however please note only shortlisted candidates will be contacted.