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Operations and Facility Management Advisor
Partners In Health (PIH)
Full-time
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Posted 1 week ago
Job Description

Description

Vacancy Announcement

Job title:

Operations and Facility Management Advisor

Work Location:

Freetown, Western Area Rural

Department:

Operations

Reports to:

Chief Operating Officer and District Advisor

Line Management

No

Application Status

External Advert

Organisation Profile

Partners In Health (PIH) is an international health organization relentlessly committed to improving the health of the poor and marginalized. PIH partners with local governments to build local capacity and works closely with impoverished communities to deliver high-quality health care, address the root causes of illness, train providers, advance research, and advocate for global policy change. Our delivered services in the field are based in our partnership with the Governments and Ministries of Health and the support to education, training and mentorship to Health care workers and students is one of our pillars for the Health care system strengthening.

PIH currently has implementation programs in Haiti, Rwanda, Lesotho, Liberia, Malawi, Peru, Mexico, Russia, Sierra Leone and Navajo Nation. Through our partnership with Harvard Medical School and the Brigham and Women’s Hospital, we support a wide range of programs in dozens of other countries around the world.

Our Work In Sierra Leone:

Partners In Health (PIH) began supporting the government of Sierra Leone in response to the Ebola epidemic in October 2014. Recognizing the large need for continued investments in the health system after Ebola, PIH is committed to long-term health system strengthening in support of the Ministry of Health and Sanitation (MOHS), guided by the same principles as our emergency response and our work around the world: public sector accompaniment, integrated and comprehensive services, social justice, nimbleness and flexibility, partnership, community ownership, and evidence-based interventions. In the aftermath of the epidemic, PIH is committed to supporting the delivery of comprehensive health services in Sierra Leone, from the community level to the health center and to referral hospitals.

Position Overview

PIH-Sierra Leone is supporting the Ministry of Health and Sanitation in the implementation of the five-year World Bank funded QEHSSSP health systems strengthening project that will implement a comprehensive Hub-and-Spoke approach in 5 districts in Sierra Leone through focused investments in staff, stuff, space, systems and nutrition. The project will be implemented in 5 districts of Sierra Leone- Kailahun, Bonthe, Falaba, Tonkolili and Western Area Rural.

The Operations and Facility Management Advisor is a critical member of the PIH Sierra Leone team and will work collaboratively with the clinical and support services staff to provide technical assistance to the District Health Management Team in optimal operationalization of project supported health facilities including: DHMT operations; HR management of the health facility, strengthening the supply chain management of the project procured drugs and commodities, developing and implementing systems for routine and emergency maintenance of the health facility infrastructure and equipment, implementing SOPs for patient pathway through the health facility, supporting the referral systems and financial and commodity management for the selected health facilities.

She/he will work closely internally with the Chief Operating Officer, Director of Infrastructure and District Advisor and on a daily basis with the DHMT focal person to improve the readiness of the health facilities to deliver high quality RMNCAH services and support the DHMT in programming.

Essential Duties and Responsibilities:

Supply chains for medicines and other commodities

- Assess the current end-to-end performance of the supply chain against QEHSSSP project needs

- With DMO, outline a strategic approach to demand planning, purchasing, logistics (including transport and storage) and distribution of pharmaceutical and non-pharmaceutical inputs

- Create or enforce implementation of the government standard method for product forecasting and reordering. Establish reorder and procurement cycles and inventory review procedures

- Support the DHMT in reviewing vendor relationships, identify areas where new vendor options are needed, assist in identifying new vendors, and ensure appropriate vendor contracts

- Establish and monitor key performance indicators to measure the supply chain improvements and overall performance as per the national guidance

- With DMO, Identify areas for training and skill-building to strengthen supply chain operations. Develop or share methods and materials. Provide on-site training when necessary

- Conduct supportive supervision to the health facilities regularly to assess progress and challenges, address concerns, elevate major issues and decision points, and maintain consistent follow-up

- Establish well-coordinated relationships with the DHMT counterparts to ensure a strong supply chain system

- With input from pharmacy mentor, regularly review progress at facility level on pharmacy management and management of commodities

- Support DHMTs in ensuring proper management and safeguarding of project commodities

Health facility operations

- Ensure that each staff person in health facility is linked to a formal role and has clear roles and responsibilities, and that new staff are onboarded to facilities, and SOPs, processes and procedures

- Ensure each health facility role has a written job description including tasks and performance standards that, approved by the facility lead and DMO, and agreed upon by the staff person

- With DMO, work with facilities leads to establish and implement relevant Standard Operating Procedures (SOPs) eg. Patient flow pathway, routine and emergency maintenance of infrastructure and equipment, running and maintenance of generators, etc. As needed, collaborate with facility leads to offer trainings on SOPs

- Under the guidance of Director of infrastructure, support in follow up of planned renovations of the supported health facilities

- Ensure that each project and renovation has established specifications from Construction Supervisor.

- Ensure all projects meet MOH infrastructure and safety standards and any gaps are identified

- Visit health facilities regularly to assess progress and challenges, address concerns, elevate major issues and decision points, and maintain consistent follow-up

- Provide capacity-building, mentorship and training to health facility staff in operations

- Act as liaison between health facilities and PIH teams (infrastructure, operations, fleet management, pharmacy, lab, clinical etc.) to ensure adequate mentorship and support is provided on operational issues arising

- Support facility staff in setting up necessary communications and reporting systems, with DHMT, NEMS and central level, together with other Advisors and DHMT staff

DHMT operations

- Support DMO and other DHMT member on operational matters, including procurement, logistics, program planning and program management

- Support DMO in maintaining an overview and tracking progress of project deliverables, including ensuring infrastructure projects proceed as planned, and necessary requests are made for procurements, commodities, staffing

- Provide capacity building and mentorship to DHMT staff, responsive to needs, as well as based on core PIH toolkits

- Support DHMT and DMO in basic budgeting, financial planning and forecasting, where required

- Support DHMT and DMO in asset registers and management, fleet management and planning

- Provide training in operations to DHMT staff

- Support DMO and DHMT in district-wide planning efforts, larger events, and operational aspects of in-charges meetings

- Support DMO and DHMT in ensuring appropriate communication flows to district level

- Act as liaison between health facilities and PIH teams (operations, finance, program, leadership, fleet etc.) to ensure adequate mentorship and support is provided on operational issues arising

PIH operations

- Act as lead for PIH operations in district, under supervision of Operations Associate, including guesthouse/office, fleet, logistics

- Plan movements of vehicles and people to/from district, including usage of guesthouse and office, and planning and logistics for events

- Ensure PIH operations follow all applicable policies and procedures, rules and regulations by PIH, project donor, MOHS etc.

- Support the PIH district team with internal coordination for budget and program management

Management and leadership

- Act as role model, mentor and coach to less experienced DHMT and facility staff

- Manage and supervise PIH driver and office assistant in district

- Deputize District Advisor as needed and represent PIH in the district

Prevention of Sexual Exploitation, Abuse and Harassment

At Partners In Health, we are committed to ensuring that those who benefit from our work- including our patients, families and community members – as well as our staff are treated with dignity and respect and protected from sexual exploitation, abuse and sexual harassment. A range of pre-employment checks will be undertaken in conformity with Partners In Health’s PSEAH policy. Partner In Health will request information from applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Education and Work Experience Requirements

Required

  • Bachelor’s degree
  • At least 5 years of experience managing complex projects or teams
  • Strong project and time management skills; ability to manage complex projects from creation to completion, prioritize and work on multiple tasks simultaneously, and meet deadlines
  • Prior experience working with donor-funded projects and/or large NGOs in healthcare in Sierra Leone
  • Experience with supply chain forecasting, procurement, and operations and project management
  • Strong numeracy and maths skills
  • Comfortable user of Microsoft Outlook, Excel, Powerpoint and Word
  • Strong relationship management and communication skills. Excellent ability to manage communication with stakeholders, to drive decision-making and progress towards goals.
  • Experience working in health care settings outside Freetown, in rural districts
  • Humility and flexibility. Capacity to enter each conversation as a learner and a teacher.
  • Exemplary interpersonal communication skills required to interact effectively with DHMT colleagues, implementing partners, and donors on sensitive political and confidential issues.
  • Commitment to health as a human right and social justice required

Strongly preferred

  • Bachelor’s or Master’s in relevant discipline – business administration, public health, project management

Social Justice

We are a global health and social justice organization that responds to the moral imperative to provide high-quality health care globally to those who need it most. We strive to ease suffering by placing patients at the center of all care, bringing the benefits of modern medicine to all.

Method of application

Interested candidates are required to apply through our website: www.pih.org/employment. In your application, please ensure to include names, addresses, email addresses and telephone numbers of three (3) referees not later than 12:00pm GMT (Midnight) on Monday, 27th February 2023.

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This position is no longer open.