Terms of Reference

Consultancy Service Proposal: Organizational Capacity Assessment of HIS (Health Information System) Unit

Objective: To conduct a comprehensive organizational capacity assessment of the HIS (Health Information System) unit, identifying strengths, weaknesses, and gaps. The results will provide actionable recommendations to enhance the unit’s capacity at both the central and field levels.

Workplace: Gaziantep/Türkiye

Duration of work: 28 days (3-4 weeks)

Period of work: 6-8 hours per day, according to completion percentage.

1.Scope of Work

1.1 Assessment Objectives

• Identify current strengths and areas of expertise within the HIS unit.
• Analyze existing gaps, weaknesses, or deficiencies in skills, knowledge, processes, or resources.
• Recommend specific training or capacity-building interventions tailored to the identified needs.

2.2 Key Assessment Areas

• Organizational structure and roles.
• Human resources: competencies, qualifications, and experience.
• Processes and procedures: efficiency and effectiveness.
• Technology and tools: appropriateness, usability, and adaptation.
• Data management and analysis capabilities.
• Collaboration and coordination among central and field-level teams.

2. Methodology

2.1 Data Collection

• Document review: Analyze existing reports, training materials, system documentation, etc.
• Meetings: with the HIS unit and ACU teams to understand more on mechanisms, challenges, and strengths.
• Interviews: Engage with key stakeholders, leaders, and employees to understand perceptions and experiences.
• Observations: On-site visits to HIS units at both the central and field levels.
• Surveys: Distribute structured questionnaires to a wider audience within the HIS unit.

2.2 Analysis

• Quantitative Analysis: Use statistical tools to interpret survey data.
• Qualitative Analysis: Analyze interview transcripts, observation notes, and open-ended survey responses.

3.Deliverables

• Preliminary Report: A summary of initial findings and insights.
• Comprehensive Assessment Report: Detailed findings, insights, and recommendations, including:
  • Current state of HIS unit capacity.
  • Identified gaps and weaknesses.
  • Actionable recommendations for training and capacity-building.

4.Timeline

Week 1: Data collection – Document review, interviews, and surveys.

Week 2: On-site observations and additional interviews.

Week 3: Analysis of collected data.

Week 3: Drafting of preliminary and comprehensive reports.

Week 4: Presentation of findings to HIS leadership and stakeholders.

Week 4: Finalizing the report after incorporating feedback.

5.Expected Outcomes

Upon completion of this assessment, the HIS leadership will have a clear understanding of the unit’s current capacity, areas that need improvement, and concrete recommendations to enhance performance. This will enable informed decision-making and strategic planning for HIS’s future growth and effectiveness.

6.Qualifications

Educational Background

1. Essential: A master’s degree (or higher) in Public Health, Health Informatics, Health Administration, Business Administration, Organizational Development, or a related field.
2. Desirable: Certifications in organizational assessment, capacity building, or training and development.
3. Additional qualifications in areas like data analysis, project management, or systems analysis.

Professional Experience

1. Essential:
   1. Minimum of 5-7 years of experience in conducting organizational assessments, preferably within health or IT sectors.
   2. Proven track record in providing capacity-building solutions.
   3. Experience in working with health information systems or related health technology solutions is essential.
2. Desirable:
   1. Previous experience with government health departments or international health agencies.
   2. Experience in both central and field-level health system operations.

Skills and Competencies

1. Analytical Skills: Ability to analyze both qualitative and quantitative data to extract insights and actionable recommendations.
2. Communication Skills: Effective verbal and written communication skills, including the ability to present findings and recommendations to stakeholders of various levels.
3. Stakeholder Engagement: Experience in engaging with a diverse range of stakeholders, facilitating discussions, and ensuring all voices are heard.
4. Technical Proficiency: Familiarity with health information systems, databases, and relevant IT tools.

Languages

Proficiency in the official language(s) of the region where the HIS unit operates. Knowledge of additional regional or local languages may be an asset, especially if field-level assessments are involved.

Recommendations/References

At least one professional reference from previous client who can vouch for the consultant’s expertise and deliverables’ quality.

Candidates who are interested and have the above listed qualifications need to follow the tender process as its mentioned below:

Consultancy Service Proposal: ACU seeks to hire a highly skilled and experienced Senior Website Developer to join the ACU team, who will be crucial in creating our new website. You will collaborate closely with our Media department to implement a new feature. As a Senior Website Developer, you’ll need a deep understanding of front-end technologies, a keen eye for design, and the ability to create responsive and visually appealing websites.

Job Type: Full-time position

Workplace: Gaziantep/Türkiye-Remote work

Duration of work: The start date is ASAP, and the duration of the contract is three months, with the option to extend.

Roles and Responsibilities:

• Collaborate with the Media team to implement the required features and designs.
• Write clean, efficient, and well-structured front-end code.
• Integrating multimedia content onto the site
• Debug and resolve front-end issues promptly.
• Conduct code reviews to ensure adherence to best practices.
• Upload the required content to the website upon request.
• Build a control dashboard to enable website editors to add content later easily.

Qualifications:

Professional Experience

• Minimum of 5 years of experience in front-end web development
• Expertise in HTML, CSS, PHP, and JavaScript
• Strong proficiency in front-end frameworks, such as WordPress
• Experience in responsive web design and mobile optimization
• Ability to work independently and as part of a remote team.

Skills and Competencies:

• Experience with agile development methodologies
• Knowledge of continuous integration and delivery
• Understanding of design principles and UI/UX concepts

If you are a passionate Senior Front-End Developer with a track record of creating well-designed websites and have the skills and qualifications mentioned above, we would like to have you with our team to help us delivering an outstanding website that makes a difference.

NOTE: It’s required for all candidates to include a link in their CVs showing a sample of their accomplished previous works.

 How to apply

All interested candidates in the position who meet our requirements, please fill in the form at this link https://forms.gle/mwcmZxUVno3hdiC29 before 24 October 2023.

• Only shortlisted candidates will be contacted.
• Please include the job code in the subject (WD-01); the applications that do not include the code will not be considered.

Job Purpose

This role is dedicated to optimizing reporting processes within the Health Information Systems (HIS) unit in Northwest Syria and enhanceing the utilisation of the HIS products among partners. The Medical Officer plays an integral role in managing health data to enable data-driven decision making for the Health Information Systems (HIS) unit. This position leverages medical expertise to enhance data analysis, reporting, and utilization.

Key Responsibilities

• Supervision & Training: Assist in supervising, mentoring, and conducting comprehensive training for medical field officers on proper data collection, analysis, and reporting protocols and best practices. Develop training materials and documentation.
• Data Accuracy: Perform in-depth reviews of data submissions to identify errors, discrepancies, outliers, or anomalies from a clinical perspective. Follow up to resolve issues and ensure highest levels of data accuracy.
• Data Quality: Collaborate closely with Data Management team to develop, implement, and monitor data quality assurance plans, frameworks, and standards. Identify and execute on opportunities to continuously improve health data quality.
• Timely Reporting: Ensure completeness, accuracy, and timeliness of all requested HIS reports.
• Representation: Serve as a representative and thought leader in organizational and external meetings, providing key medical insights and perspectives on health data and analytics.
• Presentations: Prepare and deliver compelling presentations on HIS products, data trends, analyses, and insights to both technical and non-technical audiences.
• Effective Reporting: Provide insightful, accurate reports and recommendations that translate data into actionable insights for organizational leaders and external partners.
• Issue Resolution: Monitor data issues, lead root cause analyses, develop corrective actions, and track through to resolution. Document processes.
• Engagement: Lead outreach to potential partners and stakeholders. Foster collaboration to promote HIS adoption and effective utilization of data to guide programs and policies.
• Process Improvements: Assess existing data flows, systems, and team workflows. Identify and implement process optimizations.
• Regulatory Compliance: Ensure adherence to laws, regulations, and policies related to public health data. Remain current on privacy, security, and ethical regulations.

Note: the above-mentioned key responsibilities/accountabilities are illustrative ones. Another future responsibilities/accountabilities may be assigned to the job depending on the department organizational chart.

Qualification (Education/Work Experience)

1. Essential:

– Medical degree nursing, pharmacy, medicine or any related field

-Very good/advanced in English, Mother tongue of Arabic

– Good with data technologies, analytics, visualization, and reporting

– Excellent communication, presentation, and stakeholder engagement acumen

– Sharp analytical mindset with outstanding attention to detail

– Commitment to health data integrity, quality, security, and proper usage

1. Desirable:

Educational background in public health or epidemiology is strongly preferred.

Core & Technical Competencies

1. Core Competencies:

• Communication
• Presentation skills
• Teamwork
• Training skills
• Planning and Organizing
• Accountability
• Creativity
• Client Orientation
• Commitment to Continuous Learning
• Technological Awareness.

1. Supervisor/Managerial Competencies:

• Leadership
• Building Trust
• Vision
• Managing Performance
• Empowering Others
• Judgment/Decision-making.

1. Technical Competencies:

• Keeping standard indicators for project implementation.
• Data management is preferred.
• Daily communication and monitoring for the HIS products.
• Experience in the context of NGOs
• Attendance the cluster meetings, advocacy activities with the partners:
• Excellent computer skills, MS Office, Familiarity with emails.

Child Protection Policy

Child abuse in all forms is unacceptable to ACU, which recognizes its responsibility to protect children from harm in all areas of its work. ACU is applying a zero-tolerance approach towards any kind of child abuse and exploitation.

Equal Opportunities

ACU is committed to creating a truly inclusive, effective and representative organizational culture, encouraging equity and diversity among its employees and eliminating discrimination. Having a diverse profile of employees, different age groups, backgrounds, cultures, gender identities and expressions, etc. Therefore, all qualified applicants will receive equal consideration for employment without regard to race, religion, gender, gender identity or expression, sexual orientation, disability, or age.

Discrimination, Abuse and Harassment Policy

ACU prohibits any form of discrimination, abuse, harassment (sexual or otherwise). ACU employees and related personnel must under no circumstances take part in any form of discrimination, harassment, or abuse (physical, sexual or verbal), intimidation or exploitation, or in any other way infringe the rights of others inside or outside ACU.

Main Tasks:

• Perform the proper maintaining of filing system/record and personnel files both hard copies and soft copies in the Shared Folder.
• facilitate the recruitment and hiring processes in a timely manner.
• Assist in communicating with interview candidates and scheduling for tests and interviews.
• Support staff exits process including exit interviews.
• Ensure new staff receives appropriate orientation and induction.
• Ensure that leave, recruitment, and training trackers are updated on a regular basis.
• Prepare employee contracts and all documents, in addition to working in time sheets and payrolls.
• Follow up on the legal status of employees and their work permits, to ensure that all employees are legally registered with Social Insurance.
• Monitor attendance management system and perform monthly spot checks.
• Perform any other reasonable duty as may be assigned that is consistent with the nature of the job and its level of responsibility.
• Participate in preparing and implementing the training plan for employees and follow up on conducting mandatory trainings for employees.
• Respect and apply all the PSEA and child protection principles and show high commitment to report any PSEA action.

Qualification (Education/Work Experience)

Essential:

• Bachelor’s degree in business administration, Human Resources Management, or related field with a minimum of 2 years’ relevant experience in a similar role or HR administration or management.
• Professional Computer skills (Microsoft Word, Excel, Access, Power Bi, power point, Outlook).
• Fluency in Arabic and Turkish, Good level in English.

Core &Technical Competencies

Core Competencies

• Communication
• Planning and Organizing
• Commitment to Continues Leading
• Technological Awareness

Technical Competencies

• Strong communication skills: oral, written and presentation skills.
• Should be a team player and culturally sensitive.
• Goal-oriented, organized team player.
• Creative problem solver who thrives when presented with a challenge.
• Extremely flexible and have the ability to cope with stressful situations.
• Commitment to and understanding of ACU’s aims, values, and principles.

Child Protection Policy

Child abuse in all forms is unacceptable to ACU, which recognizes its responsibility to protect children from harm in all areas of its work. ACU is applying a zero-tolerance approach towards any kind of child abuse and exploitation.

Equal Opportunities

ACU is committed to creating a truly inclusive, effective and representative organizational culture, encouraging equity and diversity among its employees and eliminating discrimination. Having a diverse profile of employees, different age groups, backgrounds, cultures, gender identities and expressions, etc. Therefore, all qualified applicants will receive equal consideration for employment without regard to race, religion, gender, gender identity or expression, sexual orientation, disability, or age.

Discrimination, Abuse and Harassment Policy

ACU prohibits any form of discrimination, abuse, harassment (sexual or otherwise). ACU employees and related personnel must under no circumstances take part in any form of discrimination, harassment, or abuse (physical, sexual or verbal), intimidation or exploitation, or in any other way infringe the rights of others inside or outside ACU.

سيكون هذا الدور مخصصاً لتحسين عمليات إعداد التقارير لصالح وحدة نظام المعلومات الصحية في المنطقة ولتعزيز استخدام برنامج DHIS-2 من قبل المرافق الصحية ومقدمي الخدمات الصحية في شمال غرب سوريا.

الاشراف:

• إجراء زيارات إشرافية روتينية لمواقع جمع البيانات الميدانية (المرافق الصحية) لمراقبة الأداء وتقديم التوجيه في المكان ومراقبة إجراءات جمع البيانات وإعطاء ملاحظات في الوقت المناسب لأجل التحسين.

التدريب:

• تقديم دورات تدريبية نظرية وعملية شاملة لمقدمي الرعاية الصحية حول الموضوعات ذات الصلة ب HIS (النماذج الورقية لجمع البيانات والتصنيف الدولي للأمراض ICD-10).
• الترتيبات مع الموظفين في المكتب المركزي لضمان جودة البيانات من منظور طبي.
• التنسيق مع المسؤولين الميدانيين للبيانات لضمان اكتمالية البيانات المقدمة ووصولها بوقتها.
• زيادة المشاركة والتشبيك مع المرافق الصحية في شمال غرب سوريا والتشجيع على استخدامهم لبرنامج DHIS-2.
• تقديم دورات تدريبية للعاملين في مجال الرعاية الصحية حول المبادئ التوجيهية أو الأدوات أو البروتوكولات الجديدة لضمان التحسين المستمر للمهارات.
• تقييم معرفة وكفاءة المتدربين من خلال الاختبارات التحريرية وقوائم المراجعة والعروض العملية ومن ثم تحديد المهارات التي تحتاج إلى تطوير.
• تقديم التدريب العملي المستمر والتغذية الراجعة خلال الزيارات الميدانية لتعزيز المهارات والتقنيات المناسبة.

جودة البيانات:

• إجراء فحوصات منتظمة لجودة البيانات، وتحديد أية مشكلات فيها أو قيم شاذة، وحلها على الفور.
• التحسين المستمر لجودة البيانات.

مشاركة أصحاب المصلحة:

• تعزيز التعاون مع موظفي المرافق الصحية ومقدمي الرعاية الصحية لتعزيز رفع البيانات على منصة DHIS-2 وجمع البيانات بشكل صحيح.

التحسينات العملياتية:

• تحديد وتنفيذ تطويرات على عمليات جمع البيانات الميدانية والأدوات ومهام سير العمل.

ملاحظة: المسؤوليات المذكورة أعلاه هي مسؤوليات رئيسية. قد يتم تعيين مسؤوليات أخرى في المستقبل لهذا المنصب حسب المخطط التنظيمي للمؤسسة والقسم.

• الرئيسية:
  • شهادة جامعية أو معهد متوسط في أحد التخصصات الطبية.
  • خبرة سنة على الأقل في مجال البيانات الصحية.
  • خبرة جيدة في التدريب والعروض التقديمية مع مهارات تواصل عالية.
  • التفكير التحليلي والانتباه الجيد للتفاصيل.
  • مستوى جيد في اللغة الإنكليزية.
• المرغوب فيها:
  • وجود خلفية علمية في الصحة العامة أو علم الأوبئة.
  • خبرة في العمل مع منظمات العمل الإنساني.
  • خبرة تزيد عن السنتين في مجال البيانات الطبية.

• الأساسية

• الإشرافية

 الفنية

سياسة حماية الطفل

إن إساءة معاملة الأطفال بجميع أشكالها أمر غير مقبول بالنسبة لوحدة تنسيق الدعم، التي تعترف بمسؤوليتها عن حماية الأطفال من الأذى في جميع مجالات عملها. تطبق وحدة تنسيق الدعم نهج عدم التسامح الكامل تجاه أي نوع من أنواع إساءة معاملة الأطفال واستغلالهم.

فرص متساوية

تلتزم وحدة تنسيق الدعم بخلق ثقافة تنظيمية شاملة وفعالة وتمثيلية، وتشجيع المساواة والتنوع بين موظفيها والقضاء على التمييز. وجود شرائح متنوعة للموظفين، والفئات العمرية المختلفة، والخلفيات، والثقافات، والهويات الجنسية والتعبيرات، وما إلى ذلك. لذلك، سيحصل جميع المتقدمين المؤهلين على اهتمام متساوٍ للتوظيف بغض النظر عن العرق أو الدين أو الجنس أو الهوية الجنسية أو التعبير أو التوجه الجنسي أو الإعاقة، أو العمر.

سياسة التمييز والإساءة والتحرش

تحظر وحدة تنسيق الدعم أي شكل من أشكال التمييز أو الإساءة أو التحرش (الجنسي أو غير ذلك). يجب على موظفي وحدة تنسيق الدعم والأفراد ذوي الصلة ألا يشاركوا تحت أي ظرف من الظروف في أي شكل من أشكال التمييز أو المضايقة أو الإساءة (الجسدية أو الجنسية أو اللفظية)، أو التخويف أو الاستغلال، أو بأي طريقة أخرى تنتهك حقوق الآخرين داخل الوحدة أو خارجها.

This role is dedicated to optimizing reporting processes within the Health Information Systems (HIS) unit in Northwest Syria and enhanceing the utilisation of the HIS products among partners. The Medical Officer plays an integral role in managing health data to enable data-driven decision making for the Health Information Systems (HIS) unit. This position leverages medical expertise to enhance data analysis, reporting, and utilization.

• Supervision & Training: Assist in supervising, mentoring, and conducting comprehensive training for medical field officers on proper data collection, analysis, and reporting protocols and best practices. Develop training materials and documentation.
• Data Accuracy: Perform in-depth reviews of data submissions to identify errors, discrepancies, outliers, or anomalies from a clinical perspective. Follow up to resolve issues and ensure highest levels of data accuracy.
• Data Quality: Collaborate closely with Data Management team to develop, implement, and monitor data quality assurance plans, frameworks, and standards. Identify and execute on opportunities to continuously improve health data quality.
• Timely Reporting: Ensure completeness, accuracy, and timeliness of all requested HIS reports.
• Representation: Serve as a representative and thought leader in organizational and external meetings, providing key medical insights and perspectives on health data and analytics.
• Presentations: Prepare and deliver compelling presentations on HIS products, data trends, analyses, and insights to both technical and non-technical audiences.
• Effective Reporting: Provide insightful, accurate reports and recommendations that translate data into actionable insights for organizational leaders and external partners.
• Issue Resolution: Monitor data issues, lead root cause analyses, develop corrective actions, and track through to resolution. Document processes.
• Engagement: Lead outreach to potential partners and stakeholders. Foster collaboration to promote HIS adoption and effective utilization of data to guide programs and policies.
• Process Improvements: Assess existing data flows, systems, and team workflows. Identify and implement process optimizations.
• Regulatory Compliance: Ensure adherence to laws, regulations, and policies related to public health data. Remain current on privacy, security, and ethical regulations.

Note: the above mentioned key responsibilities/accountabilities are illustrative ones. Another future responsibilities/accountabilities may be assigned to the job depending on the department organizational chart.

1. Essential:

– Medical degree with 2+ years of experience in health data and IT systems

– Proficiency with data technologies, analytics, visualization, and reporting

– Excellent communication, presentation, and stakeholder engagement acumen

– Sharp analytical mindset with outstanding attention to detail

– Commitment to health data integrity, quality, security, and proper usage

1. Desirable:

Educational background in public health or epidemiology is strongly preferred.

1. Core Competencies:

 Supervisor/Managerial Competencies:

1. Technical Competencies:

Child Protection Policy

Child abuse in all forms is unacceptable to ACU, which recognizes its responsibility to protect children from harm in all areas of its work. ACU is applying a zero-tolerance approach towards any kind of child abuse and exploitation.

Equal Opportunities

ACU is committed to creating a truly inclusive, effective and representative organizational culture, encouraging equity and diversity among its employees and eliminating discrimination. Having a diverse profile of employees, different age groups, backgrounds, cultures, gender identities and expressions, etc. Therefore, all qualified applicants will receive equal consideration for employment without regard to race, religion, gender, gender identity or expression, sexual orientation, disability, or age.

Discrimination, Abuse and Harassment Policy

ACU prohibits any form of discrimination, abuse, harassment (sexual or otherwise). ACU employees and related personnel must under no circumstances take part in any form of discrimination, harassment, or abuse (physical, sexual or verbal), intimidation or exploitation, or in any other way infringe the rights of others inside or outside ACU.