Compassion Health / Strategys is recruiting on behalf of their client Chemonics, for a Data Management Specialist

PROJECT: Global Health Supply Chain Program – Procurement and Supply Management (GHSC-PSM) Haiti.
Supervisor: Data Management Director

Background:
The Procurement and Supply Management project will be the primary vehicle through which USAID will 1) procure and provide health commodities, 2) provide technical assistance to improve partner countries’ management of the supply chain, and 3) collaborate with key international stakeholders to support global health initiatives. The Haiti office works under two projects’ task orders (HIV/AIDS and Population and Reproductive Health) to provide commodities and supply chain technical assistance.
Overall responsibility:
The Data Management Specialist is part of the PSM project team responsible for providing technical support for all Data information regarding to the project activities implemented through the GHSC-PSM office. He/she will build local capacity in data management of the HIV/AIDS Logistic Management Information System (LMIS) needed to the project and has a good understanding of all Data management software used by the PSM team: Quantification and Forecast (Quantimed, Pipeline, Forlab); Warehouse (MACS); DATA (SYGDOCC for all sites consumption and Resupply).He/she will work with all team for better analysis and utilization of high-quality information which is used to inform the PSM supply chain, especially the quantification team and the service delivery unit team. He/she is a key member of the PSM Senior Management team, participates in project decision making and technical direction and ensures that all PSM working units participate in, and utilize the supply chain data for data driven decision making for quality improvement initiatives.
He/she will ensure the implementation of standard operating procedures for the data unit. He/she will also ensure data submitted by implementing partners is well captured, analyzed, and stored. He/ She will supervise data calculation process to ensure that calculation made are accurate and respond to site’s needs. He/she will participate in data quality verifications and provide feedback on data quality aspects. He/she will supervise the work of the data analysts and will report to the Re-Supply Network Manager.
In addition, the Data Management Specialist, will work closely with the Re-Supply Network Manager, the SDU Manager, the HIV Technical Advisor, the LMIS Manager and the M&E Manger on the strategies to be put in place to improve the quality of data collection / management of supply chain information of the Haiti Ministry of Health counterparts, especially implementing partners and stakeholders in all sectors related to ARV, OI, Lab, MCH and FP products.

Specific Responsibilities:
I. Planning.
a. Work closely with the Data Management Director to update the project data management Standard Operating Procedures to sustain data quality;
b. Develop strategies for optimal use of software and hardware systems in the Data unit;
c. Supervise the Collection of the necessary data needs specifications for each department and make sure that their requirements are met;
d. Provide training and necessary assistance for the employees involving in the data collection tools and processes;
e. Ensure availability of all data capture tools from the different project activities;
f. Update necessary data entry tools based on indicator and data requirements changes;
g. Work closely with the Re-Supply Network Manager, the SDU Manager, the HIV Technical Advisor, the LMIS Manager and the M&E Manger to identify needs, gaps, and opportunities in the data collection tools and processes at project level;
h. Make a regular follow-up with the LMIS Manager to ensure the quality and integrity of data on SYGDOCC.

II. Database Management.
a. Make sure the regular updating of sites consumption database based on emerging project data and needs and indicator changes;
b. Oversight on data collection and ensuring integrity of the information gathered from the field;
c. Ensure smooth functioning and timely data flow to power units using LMIS data in accordance with standard operating procedures;
d. Review current data management and lead the development of standardized data analysis procedures in support of supply chain operations performance;
e. Supervise timely submission of stock inventory and patient data reports from the health facilities monthly or more often as required for analysis, feedback and reporting to stakeholders, and use for project improvement;
f. Support data collection and management for non-routine project surveys and assessment;
g. Represent PSM and develop performance-related presentations for professional meetings and conferences as needed;
h. Participate and implement procedures to ensure data accuracy and security;
i. Develop process improvements for increased efficiency and cost effectiveness;
j. Supervise and motivate data team to work collectively and efficiently;
k. In collaboration with unit heads, document lessons learned and best practices and share those lessons and practices with PSM headquarters and clients as requested.

III. Data Entry.
a. With the collaboration of the Data team , collect and analyze the regimen patient reports on the server and import them to SYGDOCC by the deadlines, following established unit procedures;
b. Adjust, if necessary, the needs at the site level according to the regimen changes already made;
c. Validate and Archive all calculations sheet on the system;
d. Double check in the requisition report and the calculation report (Fulfillment).

IV. Validation of calculations.
a. Regular checking to verify the quality of the data and the conformity of the formulas used during the preparation of the calculations (Quarterly or as needed);
b. Adjust or modify, if necessary, certain information in conjunction with the Data Analyst / Data Specialist;
c. Share with the Unit Supervisor, at the end of each month, a summary of the follow-ups carried out to improve the completeness and accuracy of the data transmitted by the sites (Traceability of the modifications of reports and corrective actions);
d. Share with the Supervisor and the SDU Manager after each distribution process, the methodology used to determine the quantity to be delivered (rationing, adjustment, etc.) in relation to the availability of products at the central level to ensure the necessary follow-up (back-order, information to the sites, etc.)
e. Work closely with SDU Manager, Warehouse Manager and Distribution manager for a better management of the products which are in backorder of the preceding distribution with a possible reception of these products;
f. In the context of back-order management, regularly monitor the level of available stock, orders in progress and their date of receipt in order to anticipate the distribution of these back-orders.

V. Data Validation exercise.
a. On a monthly basis, send to regional monitors and logistics advisors a list of sites to visit, specifying the type of technical assistance required for sites that have inventory management problems and / or have a low completeness and accuracy of the data (all this information must be available on SYGDOCC);
b. Participate in the general validation of consumption data and patients by regimen in conjunction with the validation team (semi-annual or can be done quarterly if necessary);
c. Collaborate with M & E team, in the Data Quality Assessment activity process (bi-monthly);
d. work closely with the LMIS Manager to ensure the quality and integrity of the data on SYGDOCC.

VI. Data Quality Assurance and Auditing.
a. Update and implement the project procedures – based on the standard operating procedures;
b. Ensure data content are accurate, compliant and achieves the desired outcomes for users;
c. Manage data cleansing and maintenance processes;
d. Provide technical support to the quantification advisor in the data validation exercises on submitted data and address identified data quality gaps at staff and database level.

VII. Data Processing and Feedback.
a. Proactively identify data problems by making recommendations or by searching for appropriate solutions with the supervisor;
b. Make sure that the Data staff uses the SYGDOCC rationally;
c. Analyze and prepare of various reports - such as patient by regimen, consumption reports;
d. Ensure tables and graphs representing network performances are available for coordination meetings;
e. Ensure accurate and approved requisitions for bi-monthly stock distributions to sites;
f. Share with the Unit Supervisor, at the end of each month, a summary of the follow-ups carried out to improve the completeness and accuracy of the data transmitted by the sites (Traceability of the modifications of reports and corrective actions);
g. Participate on request to both internal and external meetings.


VIII. Technical Assistance
a. Participate with senior management/unit heads team meetings, and the technical working group discussions to extract feedback from technical leads for review and analysis of supply chain performance;
b. Support leadership in using evidence to drive decision-making and perform trend analysis and inform the management team to continuously work towards improvement;
c. Where applicable, work with other unit heads to develop data quality improvement strategies in response to performance results;
d. Ensure that site level managers have clear instructions on how to complete the data collection / reporting forms / tools;
e. Contribute to the development or implementation of strategies for anticipating emergency requests.


IX. Other.
a. Performs any other assigned tasks.

1. Pharmacist, Doctor or other Health professional with a degree in a health-related field or relevant experience;
2. At least 5 years of proven experience in data management, information systems, logistics or related experience in supply chain of pharmaceutical commodities;
3. Knowledge in the Management of HIV products;
4. Database management experience, excellent computer skills including proficiency in Excel;
5. Supervisory experience or proven ability in leading or managing teams;
6. Computer skills in Microsoft Word, Excel, and database management required;
7. Fluency in English, French and Creole;
8. S/he should have demonstrated analytical, communication, reporting and presentation skills;
9. Ability to work under pressure independently with minimal supervision, have ability to assess priorities, handle a variety of activities in a time-sensitive environment, and able to meet competing deadlines.
10. Availability to travel to the provinces approximately 40% of the time.

• This is a long-term position (Depending on the duration of the project or other situations that may result from a breach of contract by both parties).

- Curriculum Vitae
- Cover Letter

Reporting:
• The Data Management Specialist will report directly to the Data Management Director;
• Chemonics may amend the SOW for this assignment in consultation with the employee.

2020-10-01