GOVERNMENT OF SIERRA LEONE
MINISTRY OF HEALTH
INTEGRATED HEALTH PROJECTS ADMINISTRATION UNIT (IHPAU)
23 Cantonment Road, Off King Harman Road, Freetown
VACANCY ANNOUNCEMENT
Background
The Ministry of Health (MOH) works with development partners, implementers and various Government Departments to deliver health care services to the Sierra Leonean Population. The transaction costs associated with managing multiple donor funds separately, through different uncoordinated structures, has led to the establishment of the Integrated Health Projects Administration Unit (IHPAU) in the office of the Chief Medical Officer. IHPAU intends to integrate all donor-funded projects to be centrally managed by one coherent unit that is integrated within the MOH structure.
The Integrated Health Projects Administration Unit (IHPAU) is an integral structure of the MOH designed to integrate management of all donor-funded projects. With supervision from the office of the Chief Medical Officer, IHPAU manages donor-supported projects by ensuring quality financial management; timely procurement of Goods and services; and efficient monitoring, evaluation, accountability and learning on all donor-funded projects. IHPAU also perform similar responsibilities for other health projects supported by World Bank, GAVI Alliance, IsDB, USA-CDC and Large Anonymous Donor (LAD).
It is imperative to have dedicated staff for Global Fund-funded Grant Cycle 7 (GC 7) to support MOH programmes and Directorates in the implementation of the “Strengthening System for health and scaling up of high impact interventions for HIV, Tuberculosis and Malaria to attain Universal Health Coverage”. The GC 7 will be implemented for three (3) years and started 1st July 2024 and ending 30th June 2027.
Vacancy Notice for the following positions:
Programme: Integrated Health Projects Administration Unit
Location: Freetown with occasional travels to the provinces
Reports To: Team Lead, Funds Management Specialist
The Grant Management Specialist will provide technical support and strategic directions and ensure the proper execution and management of assigned Global Fund grant. He/she will directly supervise staff and have oversight responsibility of staff with respect to their performance management, knowledge sharing and capacity building of relevant staff.
The Grant Management Specialist is involved in all aspects of the project to ensure its success. He/she management engagement and coordination with the DPS, three National Programs, MOH Directorates, CCM, PR2, and external relevant stakeholders to ensure effective planning, implementation, and monitoring of grants activities. He/she liaises with all stakeholders to timely provide solution to bottlenecks that can negatively impact the implementation of the global fund grant.
DUTIES AND RESPONSIBILITIES:
- Establish a clear and transparent communication mechanism between the Senior/Grant Officers, their assigned Program/RSSH Unit, and IHPAU leadership on grant management aspects.
- Create a central database and system for the Senior/Grant Officers to use /update the grant quarterly work plan to their assigned Programs/RSSH Unit, and grant Management actions.
- In collaboration with the Finance Specialist and Procurement Specialist, analyze the monthly consolidated grant workplan and status of management actions.
- Review budget revisions for compliance with approved assumptions. Submit the quarterly variance analysis to the MOH Oversight Team (CMO, TL, DPC, Snr Policy Adviser) through IHPAU Team Lead.
- Submit consolidated monthly, Quarterly, and semi-annual grant performance reports to the MOH Oversight Team.
- Support the office of CMO regarding GF correspondence for actions.
- Escalate all grant management challenges to the Team Lead/MOH Oversight Team.
- Ensure complete, quality, and timely submission of PUs/PUDRs and other required reports to the GF.
- Ensure compliance with relevant regulations and guidelines as outlined by the MOH and the Global Fund.
- Coordinate monthly IHPAU grant management meetings (MMM, quarterly reviews, bi-lateral monthly meetings between programmes and the CT etc).
- Provide relevant managerial support and guidance to the Senior/Grant Officers.
- Facilitate quarterly meetings with all implementers to provide the analysis of the variance.
- Timely completion of PUs/PUDRs and any other GF standard reporting requirements.
- Submit consolidated monthly grant utilization reports to the MOH Oversight Team (CMO, TL, DPC, Senior Strategic Adviser to the Ministry of Health through the IHPAU Team Lead.
- Facilitate quarterly meetings between PR1 and PR2.
- Ensure external audit of the Global Fund grants are implemented in accordance with the grant agreement.
- Establish collaborative arrangements between IHPAU and national programs’ defining roles and mutual obligations and
- Monitor the implementation of the grant based on the agreed performance framework, compiling and submitting the regular progress updates to the Global Fund.
QUALIFICATIONS (Professional, technical, academic)
- Master’s degree in a relevant field (e.g., Business Administration, Social Science related field Finance, Non-profit Management, International Development).
EXPERIENCE.
- Proven experience of seven years in grant management, with at least five years in Global Fund project or working in similar role in the last one year’s understanding of budgets, financial processes and financial reporting and compliance with donor requirements.
- Strong understanding of donor (Global Fund) regulations and compliance
- Proven experience in grant writing, administration, or related field.
- Familiarity with grant management software -or tools.
Strong understanding of budgeting and financial reporting.
- GRANT OFFICER x1
Programme: Integrated Health Projects Administration Unit
Location: Freetown with occasional travels to the provinces
Reports To: Senior Grant Officer
The Grant Officer will provide technical and strategic support to ensure the proper execution and management of assigned Global Fund grant.
DUTIES AND RESPONSIBILITIES
Under the supervision of the Grant Manager Specialist, the Grant Officer will:
- Provide grant management support to the Malaria, TB and HSS grant by collaborating with the national programs on grant’s planning, implementation, reviews, and evaluation
- Assist the Grant Manager to ensure grant objectives and targets are achieved and that the Global Fund policies and procedures are followed.
- Assist the Grant Manager in reviewing and monitoring grant budget, expenditure and variances on quarterly basis
- Works in close collaboration with the various functional specialists within IHPAU on the issues of planning, linking programmatic and operational processes and ensuring reaching of planned deliverables; and
- Support the Grant Manager to monitor implementation of the grant based on agreed performance framework, compiling and submitting the regular progress updates to the Global Fund.
- Develop and monitor periodic workplan for programmatic grant implementation.
- Conduct monthly monitoring of grant work plan and report implementation status to the assigned Grant Management Specialist.
- Coordinate quarterly meetings with assigned entities to provide explanations of the variance.
- Timely submission of financial liquidation, programmatic results, and disbursement request.
- Provide leadership to ensure completion of quality and timely PUs/PUDRs and other required reports for the Grant Management Specialist.
- Participate in budget reprogramming of the grant as required.
- Support in the coordination of bi-lateral monthly meetings between the assigned Program/RSSH Unit and the GF CT in collaboration with other IHPAU Grant Officers.
WORK CONDITIONS & REQUIREMENTS
- The position may require occasional extended hours to meet deadlines.
- Collaborative work with various project teams and external stakeholders.
- Potential for occasional travel to attend meetings, conferences, or donor site visits.
QUALIFICATIONS (Professional, technical, academic)
- Bachelor’s degree in a relevant field (e.g., Business Administration, Finance, Non-profit Management or International Development).
- Familiarity with grant management software and tools.
- Strong understanding of budgeting and financial reporting.
EXPERIENCE/SKILLS/KNOWLEDGE
- Proven experience of a minimum of 5 years in grant management, preferably in a project or non-profit setting.
- Strong understanding of donor regulations and compliance
- Understanding of budgets, financial processes and financial reporting and compliance with donor requirements.
PROFESSIONAL & PERSONAL COMPETENCIES
- In-depth knowledge of grant management principles and practices.
- Proficient in project management tools and software.
- Strong financial acumen, including budget development and monitoring.
- Excellent written and verbal communication skills.
- Ability to work collaboratively in a cross-functional team.
- Competency in Microsoft Office Word, PowerPoint and Excel skills
- PROCUREMENT OFFICER X2
Programme: Integrated Health Projects Administration Unit
Location: Freetown with occasional travels to the provinces
Reports To: Procurement Specialist
The Procurement Officer will work with other relevant staff to carry out timely and quality procurement for projects, in accordance with the Joint Fund Management Manual, applicable guidelines/manuals, procurement guidelines of the Donor Partners, and procurement legislation of the Government of Sierra Leone.
Duties and Responsibilities:
- Support the Procurement Specialist to ensure all procurements follow the Joint Fund Management Manual, procurement legislation of the Government of Sierra Leone.
- Prepare procurement related documents required for the procurement of goods, consulting services etc.
- Assists in pre bid meetings- prepare answers/clarifications/modifications, etc.
- Assist in receiving bids/proposals and examining the same, and in writing evaluation reports.
- Inspect goods and services and ensure they follow specifications and quantities with purchase orders and contracts.
- Provide input into the monthly procurement report, GF-IHPAU Annual Work Plan and budget for submission to the Donor Partners and the NPPA.
- Liaise with the MOHS and other MDAs’ components/departments that gain support from the grant.
- Participate in the quantification of all health and non-medical products procured.
- Ensure proper stock management.
- Assist in the clearing and forwarding of goods.
- Maintain a coherent filing and recording system to include procurement preparation and contract management, correspondence, claims, reports etc.
- Undertake any other task assigned by the Procurement Specialist.
QUALIFICATIONS (Professional, technical, academic)
- Bachelor’s degree in business administration, Supply Chain Management, or a related field.
EXPERIENCE/SKILLS/KNOWLEDGE
- Proven experience of a minimum of 3 years in a Procurement role.
- Strong understanding of procurement processes, contract management, and vendor relationship management.
PROFESSIONAL & PERSONAL COMPETENCIES
- In-depth knowledge of grant management principles and practices.
- Knowledge of procurement processes, policies, and regulations.
- Proficiency with procurement software and tools.
- Strong organisational and multitasking skills.
- Strong negotiation skills
- Excellent communication and interpersonal skills.
- Ability to work effectively both independently and collaboratively
- Ability to analyse market to determine value for money.
- FINANCE AND ADMINISTRATIVE OFFICER X 1
Programme: National Aids Control Program (NACP)
Location: Freetown with occasional travels to the provinces
Reports To: Senior Programme Accountant
Organizational Context:
The NACP is a Sub-Recipient of Global Fund and one of the programmes within the Ministry of Health and Sanitation under the Directorate of Disease Prevention and Control, charged with the responsibility of the health sector response for capacity building of health care providers, mentoring, supportive supervision, monitoring and reporting on delivery of quality of services to clients; for HIV testing Services (HTS), Elimination of Mother to Child transmission (EMTC) and provision of Antiretroviral Therapy (ART).
With this responsibility, it is imperative to have a dedicated Finance and Administrative Officer for NACP that will help coordinate and liaise with the various team members during the implementation of these projects.
Duties and Responsibilities:
- Receive and review payments request to ensure supporting documents are accurate, complete and in accordance with the MoHS and donor requirements;
- Prepare Payments Vouchers.
- Prepare Mobile Money payments.
- Capturing of data into accounting system
- Follow up on advances and activity reports.
- Assist in the preparation of monthly bank reconciliation reports for accounts operated under NACP;
- Manage petty cash and maintain an imprest system to ensure that petty cash transactions: meet donor requirements, timely prepared, and records are properly kept including writing receipts, preparing payment request forms, disbursement of cash and clearance of advances;
- Responsible for filling and archiving of financial and administration documents and easy retrieval of documents;
- Assist in the administration and implementation of systems of internal controls to ensure data integrity;
- Assist in the monthly update of the Fixed Assets Register and inventory for NACP;
- Assist internal and external audit staff to perform financial audits and timely implementation of audits recommendations;
- Maintain HR records for all staff
- Carry out any other financial/administrative assignments as directed by the Senior Programme Accountant and Management.
Reporting lines
The successful candidate will report directly to the Senior Programme Accountant.
Qualification and experience
- Bachelor’s Degree in Accounting.
- Working towards ACCA qualifications.
- Minimum 3 years relevant working experience.
- Experience in the use of Accounting Software is an added advantage.
Other Competences
- Excellent Microsoft Office skills
- Good communication skills
- Conversant with file management, fixed asset/inventory management and control
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X2 |
| Organization: | National Medical Supplies Agency |
| Reporting to: | Management Information Systems Supervisor. |
| Location: | Freetown – with frequent travel to the provinces |
| Type of employment | Full Time |
| Organizational Context
In 2017, the National Medical Supplies Agency was established by an Act of Parliament as a public service agency responsible for the procurement, warehousing and distribution of drugs and medical supplies in a transparent and cost-effective manner, for and on behalf of all public institutions throughout Sierra Leone. NMSA is governed by a Board of Directors. NMSA is led by the Managing Director with a team of Directors forming the senior management of the agency. |
Purpose of the role
Purpose and Responsibilities of Position |
| The purpose of this position is to ensure efficient and high-quality data and information management at all Central Warehouses, in support of the organizational mission of ensuring product availability at public health service delivery points across the country.
The MIS Officer (MISO) is responsible for overseeing and managing all aspects of the NMSA Logistics Management Information System (LMIS) at his/her designated Warehouse. This includes collating data that has been collected from his/her designated warehouse, and b) converting LMIS data into information (in the form of reports, dashboards, etc.) that are used for operational and management purposes, and for reporting to a variety of partners and stakeholders. The MISO will have a Store Operator User Access Level to the LMIS system and his/her main responsibility is to ensure accurate and timely reporting of LMIS data from the designated Warehouse. This will ensure the collecting, compiling and transfer of the required LMIS information in an accurate and timely manner. Primary Responsibilities Under the overall guidance and direct supervision of the MIS Supervisor, the MISO is responsible for the execution of the following key tasks: Ensuring proper inventory management and collection of logistics data per designated Warehouse are the primary and central responsibilities of this position. The MISO will provide hands-on support and carry out responsibilities including:
Select Specific Responsibilities The MISO is responsible for, and involved in, a wide variety of activities, including:
Other responsibilities
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| Qualifications, Skills, and Competencies | |
| Qualifications: |
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| Personal Competencies and Values: |
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| Organization: | National Medical Supplies Agency |
| Reporting to: | Stores & Inventory Management Assistant |
| Location: | Freetown Central Warehouse |
| Type of employment | Full Time |
| Organizational Context
In 2017, the National Medical Supplies Agency was established by an Act of Parliament as a public service agency responsible for the procurement, warehousing and distribution of drugs and medical supplies in a transparent and cost-effective manner, for and on behalf of all public institutions throughout Sierra Leone. NMSA is governed by a Board of Directors. NMSA is led by the Managing Director with a team of Directors forming the senior management of the agency. |
Purpose of the role
Purpose and Responsibilities of Position |
| The purpose of this position is to perform warehouse operations duties and ensure the warehouse and its environment is properly clean and tidy.
Primary Responsibilities
Other Requirements
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To apply for these positions, please send your application (a mandatory cover letter and an updated CV with at least 3 references) to the following email address: recruitment@mohsihpau.gov.sl by: 4:00 pm Local Time, Friday, 27th September 2024.
IMPORTANT NOTE: Only email applications sent to the above email address will be included in the pool of applicants to be assessed by MoH. No hand deliveries will be accepted. Please also note that your CV should contain your full contact details such as residence address, working mobile telephone number, working email address, as well as those of your three referees.
Only shortlisted candidates will be contacted for interview and selected candidates will be required to sign a contractual agreement with the Government of Sierra Leone’s Ministry of Health.