J/P Haitian Relief Organization (J/P HRO) evolved as an organization since its inception in January 2010, transitioning from an emergency to a development context. Hence, the need for J/P HRO’s structure to adapt accordingly in order to support new monitoring and reporting needs, as well as efficiency imperatives. J/P HRO is seeking for: One (1) Consultant for Medical Operational Assessment based in its office in Port-au-Prince, Haiti.



1. BACKGROUND

J/P HRO is one of the leading medical service providers for residents of Delmas 32, home to 90,000 people, as well as nearby communities in the Port-au-Prince area. J/P HRO’s medical program started with 30 international volunteers providing emergency medical care in the streets of Port-au-Prince in the immediate aftermath of the earthquake. Today, staffed entirely with Haitian medical professionals, two clinics-J/P 1 and J/P 2-continue to see and treat nearly 9,000 patients per month. J/P HRO's Haitian medical staff is composed of nearly 100 professionals including doctors, nurses, midwives, dentists, emergency care providers, x-ray technicians and ancillary staff members. They are saving lives daily and improving community, women’s, dental and psychosocial health.



The clinics offer general practice medicine, x-ray and ultrasound services, vaccinations, HIV/AIDS and other STD testing, AIDS counseling and referral for follow-up treatment. J/P HRO operates specialized services to specifically address chronic diseases that are common in Haiti, such as hypertension and diabetes. Patients with complications that cannot be treated on-site are referred and transferred by ambulance to a nearby hospital in Port-au-Prince for specialized care. Both clinics also house a full-service pharmacy, free-of-charge to patients.



2. AIM OF THE OPERATIONAL ASSESSMENT

JP/HRO aims to provide medical services to the Delmas 32 population in the most efficient and effective manner. To better realize this objective, JP/HRO seeks to obtain a complete understanding of what is working and what could be improved in order to enhance the overall performance of the medical clinic. To this end, the organization is recruiting a consultant to carry out a thorough operational assessment (OA) of the clinic to help identify potential or existing organizational gaps that may affect service delivery; and to provide specific recommendations for reallocation of resources, changes in processes, and/or management to enhance the clinic’s overall medical service delivery.

Specifically, the OA will look at overall operational processes- including procedures and policies in place, responsibilities and duties of personnel supporting the delivery of medical services- to determine the clinic ’s overall performance in terms of effectiveness, efficiency, and sustainability.

• Effectiveness – of the clinic in achieving JP/HRO’s vision, mandates and strategic goals.

• Efficiency – of the clinic in deploying resources so there’s optimal use to obtain desired results and/or measureable quality service and patient satisfaction.

• Sustainability – of the clinic in terms of its relevance to beneficiaries ‘needs, financial

SCOPE OF WORK
The focus of the Operational Assessment will be defined by the following key questions:
• How can JP/HRO be more effective at achieving client satisfaction with existing resources?
• What are the opportunities for efficiencies or enhancements to processes or infrastructure?
• To what extent JP/HRO’s current resources are aligned with its strategic plan/ vision/ mission? How should the clinic be structured to improve service delivery?
• What are the personnel gaps, if any, to be addressed to improve service delivery? Weaknesses in process and procedures?
• Does the clinic have in place sound systems and controls needed to ensure effective management and monitoring?
• What enhancements can be proposed to improve management, operations and services?
• How can possibilities for sustainability be enhanced?

Specific areas to be examined include:
1. Operations, expense and case Management (including reviewing specifically operational procedures and control systems related to fees, payment and referrals; and compliance with standard operating procedures and practices.
2. Clinical Services
3. Efficiency, accessibility and utilization of services
4. Patient and staff safety and quality indicators
5. Staffing ( medical and non-medical personnel, leadership)
6. Service delivery (emergency and non-emergency)
7. Logistics - Organization of the clinic’s transportation, schedules, materials and supplies
8. Standardization
9. Relationship with other community providers ( referencing)
10. Communication ( information sharing and coordination)
11. Data collection
12. Storage of medication (including review warehousing procedures and supplies, specifically assessing the risk of expired or stolen medicine or stock sold on a secondary black market)
13. Compliance with standard operating procedures and practices

4. STAKEHOLDER PARTICIPATION
JP/HRO expects the OA to be conducted in a collaborative and cooperative manner to ensure that the recommendations and outcomes receive wide support. Therefore, the Consultant will carry out the OA in a way that ensures full participation, openness and transparency. JP/HRO’s medical clinic personnel must be involved throughout the OA and consulted during every stage of the assessment. At the start of the assessment process, the consultant shall conduct a preliminary meeting with the clinic staff to clarify the obligations, responsibilities, and expectations of JP/HRO and the Consultant.
The consultant will be held to high professional standards demonstrating diplomacy, tact, discretion, and respect to all clinic personnel.

5. RESPONSIBILITIES
JP/HRO’s Country Director will oversee the Operational Assessment and be responsible for guidance throughout all phases of execution, and approval of all deliverables. The Consultant will have overall responsibility for:
Overall management of the OA ensuring that tasks are accomplished within the approved timeline
• Regular progress reports to the Country Director
• Collecting credible, valid information
• Development of findings, results, and recommendations
• Production of deliverables in accordance with contractual requirements

6. WORPLAN
The Consultant will prepare a workplan that, once approved by JP/HRO’s Country Director, will serve as the agreement between the consultant and JP/HRO on how the OA will be carried out. The workplan will refine and elaborate on the information presented in the Terms of Reference to bring greater precision to the planning and design of the assessment. The workplan will address the following elements:
Expectations of the OA; Roles and responsibilities; Methodology; Framework; Information collection and analysis, including sources of potential comparators for assessing operational performance and identification of best practice opportunities.

DESIRED SKILLS AND QUALIFICATIONS
The Consultant should possess a graduate degree in a health allied field; Master’s in Public Health is an asset. Consultant should also possess at least five (5) years’ experience working at community and managerial level within health field, as well as:

• Demonstrated extensive experience in conducting Operational Assessments (OA) or program and operational performance reviews
• Familiarity with Haiti’s health sector (considered an asset).
• Demonstrated performance of contracts of similar magnitude supported by references
• Fluency in French and English (Creole an highly desired asset)

The consultant will be responsible for the preparation and timely submission of the following to the Country Director who will be responsible for the coordination of reviews of the reports, feedback and findings.
The following deliverables are expected to be completed within 4 weeks
 a detailed draft workplan
 a final workplan after review and feedback from JP/HRO
 a draft Operational Assessment report
 a final Operational Assessment report after review and feedback from JP/HRO
 List of gaps identified in the clinic, organized by short, medium and long term and by order of priority within each category with detailed recommendations
Note: The report, written in English, should provide sufficient information for appropriate allocation of resources and policy decisions regarding organizational and operational options. It should make recommendation on systems, checks, procedures that can minimize risks of misuse of funds, materials, etc. Within one week of receiving comments on said documents, the Consultant will produce the final documents in in both hard copy and electronic (pdf and .doc) formats

WORK SITE
The Consultant will be based at the JP/HRO clinic at Delmas 32 to facilitate direct observation and regular communication with key staff. S/he may conduct business at the JP/HRO main office as needed.

please submit your resume, a proposed work plan and a budget