PROJECT: Global Health Supply Chain – 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 three project task orders (HIV/AIDS, Population and Reproductive Health, and Maternal and Child Health) to provide commodities and supply chain technical assistance.

Overall Responsibility
The Data Manager 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. S/he will lead the management of the Logistic Management Information System (LMIS) data needed and has a good understanding of all data management software used by the PSM team:

• Quantification and Forecasting
o Quantification Analytics Tool (QAT)
• Warehouse & Distribution
o MSupply
• Consumption & Replenishment Data
o SYGDOCC

S/he will work with all teams for better analysis and utilization of high-quality information which is used to inform the PSM supply chain. He/she is a critical member of the PSM management team, participates in project decision making and technical direction and ensures that all PSM teams utilize the supply chain data to inform for high-level decision making.

S/he will ensure the implementation of standard operating procedures for the data unit. S/he will also ensure data submitted by implementing partners is well captured, analyzed, and stored. S/he will supervise the data calculation process to ensure that calculations made are accurate and address the commodity needs at the site level. S/he will also participate in data quality verifications and provide feedback on areas of quality improvement.



The Data Manager will work closely with the SDU team, the data director, 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 issues related to ARV, OI, Lab, and FP products.

Specific Responsibilities:

I. Planning
• Work closely with the Data Management Director to update the project data management Standard Operating Procedures to sustain data quality.
• Develop strategies for optimal use of software and hardware systems in the Data unit.
• Supervise the Collection of the necessary data needs specifications for each department and make sure that their requirements are met.
• Provide training and necessary assistance for the employees involving in the data collection tools and processes.
• Ensure availability of all data capture tools from the different project activities.
• Update necessary data entry tools based on indicator and data requirements changes.
• Work closely with the SDU, 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 the project level.
• Regular follow-up with the LMIS Manager to ensure the quality and integrity of data on SYGDOCC.

II. Database Management
• Oversee regular updates to the site's consumption database based on project data needs.
• Ensure data collection processes maintain the integrity of information gathered from the field.
• Facilitate smooth and timely data flow to power units using LMIS data, in line with standard operating procedures.
• Review current data management practices and lead the development of standardized data analysis procedures to support supply chain operations performance.
• Supervise the timely submission of stock inventory and patient data reports from health facilities, ensuring they are submitted monthly or as needed for analysis, feedback, and stakeholder reporting to enhance project outcomes.
• Support data collection and management for non-routine project surveys and assessments.
• Represent PSM by creating performance-related presentations for professional meetings and conferences as required.
• Participate in and implement procedures to ensure data accuracy and security.
• Develop process improvements for increased efficiency and cost-effectiveness.
• Supervise and motivate the data team to work collaboratively and efficiently.
• Collaborate with unit heads to document lessons learned and best practices, sharing these insights with PSM headquarters and clients as requested.
III. Data Entry
• Collaborate with the data team to collect and analyze regimen patient reports on the server, ensuring they are imported into SYGDOCC by the deadlines, in accordance with established unit procedures.
• Adjust site-level needs as necessary based on any regimen changes that have been implemented.
• Validate and archive all calculation sheets in the system.
• Conduct a double-check of the requisition report and the fulfillment calculation report.

IV. Calculation Validation
• Conduct regular checks to verify data quality and the accuracy of formulas used in calculations (quarterly or as needed).
• Adjust or modify specific information in collaboration with the Data Analyst, as necessary.
• At the end of each month, provide the Unit Supervisor with a summary of follow-ups conducted to enhance the completeness and accuracy of data transmitted by the sites, including traceability of report modifications and corrective actions.
• After each distribution process, share the methodology used to determine quantities for delivery (rationing, adjustments, etc.) with the Supervisor and SDU Manager, ensuring necessary follow-up on back-orders and communication with the sites.
• Collaborate closely with the SDU Manager, Warehouse Manager, and Distribution Manager to improve the management of products that are backordered from previous distributions, including potential reception of these items.
• In the context of back-order management, regularly monitor available stock levels, pending orders, and their expected receipt dates to anticipate distribution of back-ordered items.

V. Process Improvement
• Proactively identify data issues and collaborate with the supervisor to recommend appropriate solutions.
• Ensure that the Data staff uses SYGDOCC effectively.
• Analyze and prepare various reports, including patient regimens and consumption reports.
• Provide tables and graphs representing network performance for coordination meetings.
• Ensure accurate and approved requisitions for bi-monthly stock distributions to sites.
• At the end of each month, share a summary with the Unit Supervisor of follow-ups conducted to enhance the completeness and accuracy of data transmitted by the sites, including traceability of report modifications and corrective actions.
• Participate in both internal and external meetings as requested.







VI. Technical Assistance
• Participate in team meetings with senior management and unit heads, as well as technical working group discussions, to gather feedback from technical leads for the review and analysis of supply chain performance.
• Support leadership in utilizing evidence to drive decision-making, perform trend analysis, and inform the management team on continuous improvement efforts.
• Collaborate with other unit heads to develop data quality improvement strategies based on performance results, when applicable.
• Ensure that site-level managers receive clear instructions on completing data collection and reporting forms and tools.
• Contribute to the development and implementation of strategies for emergency requests.

VII. Other
• Performs any other assigned tasks.

Qualifications:

o A degree/DESS in Public Health or similar health related area or relevant experience.
o At least 5 years of proven experience in data management, information systems, logistics or related experience in supply chain.
o Knowledge in the Management of HIV products.
o Data base management experience, excellent computer skills including proficiency in Excel.
o Supervisory experience or proven ability in leading or managing teams.
o Computer skills in Microsoft Word, Excel, and database management required.
o Fluency in English, French and Creole.
o S/he should have demonstrated analytical, communication, reporting and presentation skills.
o 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.

Chemonics may amend the SOW for this assignment in consultation with the employee

o The Data Manager will report directly to the Data Management Director
o This is a long-term position (dependent on the duration of the project or other situations that may result from a breach of contract by both parties).

Resume, Copies of Diplomas