Addis Ababa
Project HOPE The poeple to people health foundation Inc.
Consultancy Services for Assessing Current Store Management Practices and Developing an Effective System Job Title: Local Consultant/Individual (Fixed Term) Reporting to: Project HOPE Country Representative Location: Project HOPE Ethiopia Country Office, Addis Ababa Working Days: 12 working days, approximately. Duration: Begins: Sept 20, 2023 ABOUT PROJECT HOPE Project HOPE - The People-to-People Health Foundation Inc., is a US based non-profit Global health organization established in 1958. It is dedicated to providing long-lasting solutions to health problems and improving the quality of life for the world’s most vulnerable people. Project HOPE has implemented more than 500 programs in over 130 countries in a wide range of healthcare areas including HIV/AIDS, Tuberculosis (TB), Malaria, Reproductive Maternal Newborn and Child Health, and Non-Communicable Diseases. Project HOPE began its operation in Ethiopia in 2017 and since then, it has been implementing various humanitarian and development related interventions. Projects currently active include USAID community HIV Care and Treatment (CHCT) activity, Emergency Polio and Other Immunization in Ethiopia IDP Camps, Polio Stool Laboratory Sample Transportation and Environmental Surveillance, and recently, as a sub-international partner, starting the implementation of Quality Healthcare Activity. On the other hand, projects closed include USAID-funded Transform: Health in Developing Regions (THDR), Improving COVID 19 Prevention, Preparedness and Case Management for Vulnerable Populations, Boeing Community Investment Fund (BCIF) supported WASH and MNCH projects, and also carried out an evaluation project that focused on ‘Reaching Zero Dose Children in Remote Areas of Ethiopia’. Project HOPE Ethiopia has more than 60 staff at the head office and regional offices. Head Office is located in Addis Ababa and Regional/Cluster Offices are located in selected regional states. PURPOSE OF THE ASSIGNMENT Project HOPE Ethiopia has policies, standard procedures and tools for the smooth operation of its programs and projects. Project HOPE has operational manuals and implementation guidelines. Relevant to this assignment, Project HOPE has developed protocols currently in use that include property management guideline, document retention and disposal policy, and various tools/vouchers used by the store management team to control in and out of organizational supplies and assets. Project HOPE is expanding its portfolio of programs and projects and therefore, strengthening the operations management system (which has been paper based) of the organization is found to be important. Hence, the purpose of this consultancy assignment is to assist Project HOPE Ethiopia with assessment of and developing a simplified logistics system and guidelines (with clear procedures and templates) and train pertinent staff on the below thematic areas: Logistics Management: Inventory Management, and Fixed Asset ManagementFacility Administration Office Administration: Office Correspondence, records and documents management In addition to the paper-based requirements, Project HOPE also wants to digitize some of the tools to enhance the execution of operations and effectiveness of the above systems. SPECIFIC OBJECTIVES The specific objectives are:- Assess the organization’s current logistics management (Inventory management and Fixed Asset management), Facility Administration, and Office Administration (Office Correspondence and Record keeping and documents management practices (identify needs and gaps exist). It also includes store management and management of distribution of goods/medical supplies/etc to other entities and end users.Review existing policies, procedures, and tools.Revise/develop operational manuals/guide and provide orientation to staff (admin, operations, finance, procurement and management).Identify/develop tools used for tracking and digitize (free online platform) for leadership to have the access and periodically monitor progress. METHODOLOGY The consultant is expected to propose the best way to support Project HOPE to have an effective store management system. As necessary, s/he is expected to assess the experiences of similar INGOs. In addition, s/he will review existing policies/procedures/tools/reports, discuss with the operations team and senior management to understand the current practices and propose additional guidelines as necessary. KEY DELIVERABLES a. Inception report: outlining details of activities to do with proposed methodology and work plan for the proposed number of days (12 days). b. Assessment report: current practices (identify needs and gaps exist). Include document review and discussion with operations and management staff. c. Develop operational manual and relevant tracking tools (include digitization). d. Orientation for all operations staff (admin, procurement, HR, finance, logistics team) and senior management. REPORTING The consultant will report to Project HOPE’s Capacity Development and Operations Director while also working closely with the operations team. ETHICAL CONDUCT The consultant is expected to uphold all ethical considerations throughout this exercise including adhering to Project HOPE policies and procedures. DURATION OF THE SERVICE The assignment is expected to be completed upon mutual agreement, within maximum of 12 working days from September 20, 2023. TASK ESTIMATED # OF DAYS 1. Discussion with PH-SLT on the scope 0.5 2. Brief inception report containing desk review findings, methodology and work plan 1.5 3. Assessment of current store management practices (Identify needs and gaps exist) 4.0 of risk and measures to be taken) 2.5 4. Develop operational manual and tracking tools 3.0 5. Orientation for staff 0.5 12 working days EVALUATION OF THE TECHICAL PROPOSAL The technical proposal shall be evaluated based on its responsiveness to the requirements stated in this TOR. The following criteria shall apply. Evaluation Criteria Maximum Points - Understanding of the Assignment 10 - Proposed Methodology 10 - Consultant’s Qualification and Experience 50 - Financial Proposal 30 REQUIREMENTS The following attributes are requirements for the selection of the consultant: Proven experience in store management system for INGOs.Submit a technical proposal that clearly explains the proposed methodology/ approach and timeframe to undertake the assignment.Submit financial proposal in a separate envelop (either a daily fee or a lump sum fee can be presented.
Addis Ababa
Project HOPE The poeple to people health foundation Inc.
Consultancy Services for Assessing Current Store Management Practices and Developing an Effective System Job Title: Local Consultant/Individual (Fixed Term) Reporting to: Project HOPE Country Representative Location: Project HOPE Ethiopia Country Office, Addis Ababa Working Days: 12 working days, approximately. Duration: Begins: Sept 20, 2023 ABOUT PROJECT HOPE Project HOPE - The People-to-People Health Foundation Inc., is a US based non-profit Global health organization established in 1958. It is dedicated to providing long-lasting solutions to health problems and improving the quality of life for the world’s most vulnerable people. Project HOPE has implemented more than 500 programs in over 130 countries in a wide range of healthcare areas including HIV/AIDS, Tuberculosis (TB), Malaria, Reproductive Maternal Newborn and Child Health, and Non-Communicable Diseases. Project HOPE began its operation in Ethiopia in 2017 and since then, it has been implementing various humanitarian and development related interventions. Projects currently active include USAID community HIV Care and Treatment (CHCT) activity, Emergency Polio and Other Immunization in Ethiopia IDP Camps, Polio Stool Laboratory Sample Transportation and Environmental Surveillance, and recently, as a sub-international partner, starting the implementation of Quality Healthcare Activity. On the other hand, projects closed include USAID-funded Transform: Health in Developing Regions (THDR), Improving COVID 19 Prevention, Preparedness and Case Management for Vulnerable Populations, Boeing Community Investment Fund (BCIF) supported WASH and MNCH projects, and also carried out an evaluation project that focused on ‘Reaching Zero Dose Children in Remote Areas of Ethiopia’. Project HOPE Ethiopia has more than 60 staff at the head office and regional offices. Head Office is located in Addis Ababa and Regional/Cluster Offices are located in selected regional states. PURPOSE OF THE ASSIGNMENT Project HOPE Ethiopia has policies, standard procedures and tools for the smooth operation of its programs and projects. Project HOPE has operational manuals and implementation guidelines. Relevant to this assignment, Project HOPE has developed protocols currently in use that include property management guideline, document retention and disposal policy, and various tools/vouchers used by the store management team to control in and out of organizational supplies and assets. Project HOPE is expanding its portfolio of programs and projects and therefore, strengthening the operations management system (which has been paper based) of the organization is found to be important. Hence, the purpose of this consultancy assignment is to assist Project HOPE Ethiopia with assessment of and developing a simplified logistics system and guidelines (with clear procedures and templates) and train pertinent staff on the below thematic areas: Logistics Management: Inventory Management, and Fixed Asset ManagementFacility Administration Office Administration: Office Correspondence, records and documents management In addition to the paper-based requirements, Project HOPE also wants to digitize some of the tools to enhance the execution of operations and effectiveness of the above systems. SPECIFIC OBJECTIVES The specific objectives are:- Assess the organization’s current logistics management (Inventory management and Fixed Asset management), Facility Administration, and Office Administration (Office Correspondence and Record keeping and documents management practices (identify needs and gaps exist). It also includes store management and management of distribution of goods/medical supplies/etc to other entities and end users.Review existing policies, procedures, and tools.Revise/develop operational manuals/guide and provide orientation to staff (admin, operations, finance, procurement and management).Identify/develop tools used for tracking and digitize (free online platform) for leadership to have the access and periodically monitor progress. METHODOLOGY The consultant is expected to propose the best way to support Project HOPE to have an effective store management system. As necessary, s/he is expected to assess the experiences of similar INGOs. In addition, s/he will review existing policies/procedures/tools/reports, discuss with the operations team and senior management to understand the current practices and propose additional guidelines as necessary. KEY DELIVERABLES a. Inception report: outlining details of activities to do with proposed methodology and work plan for the proposed number of days (12 days). b. Assessment report: current practices (identify needs and gaps exist). Include document review and discussion with operations and management staff. c. Develop operational manual and relevant tracking tools (include digitization). d. Orientation for all operations staff (admin, procurement, HR, finance, logistics team) and senior management. REPORTING The consultant will report to Project HOPE’s Capacity Development and Operations Director while also working closely with the operations team. ETHICAL CONDUCT The consultant is expected to uphold all ethical considerations throughout this exercise including adhering to Project HOPE policies and procedures. DURATION OF THE SERVICE The assignment is expected to be completed upon mutual agreement, within maximum of 12 working days from September 20, 2023. TASK ESTIMATED # OF DAYS 1. Discussion with PH-SLT on the scope 0.5 2. Brief inception report containing desk review findings, methodology and work plan 1.5 3. Assessment of current store management practices (Identify needs and gaps exist) 4.0 of risk and measures to be taken) 2.5 4. Develop operational manual and tracking tools 3.0 5. Orientation for staff 0.5 12 working days EVALUATION OF THE TECHICAL PROPOSAL The technical proposal shall be evaluated based on its responsiveness to the requirements stated in this TOR. The following criteria shall apply. Evaluation Criteria Maximum Points - Understanding of the Assignment 10 - Proposed Methodology 10 - Consultant’s Qualification and Experience 50 - Financial Proposal 30 REQUIREMENTS The following attributes are requirements for the selection of the consultant: Proven experience in store management system for INGOs.Submit a technical proposal that clearly explains the proposed methodology/ approach and timeframe to undertake the assignment.Submit financial proposal in a separate envelop (either a daily fee or a lump sum fee can be presented.
Amharic