Consultancy: Vaccine Warehouse Inventory Data Management UNICEF Tajikistan/ Supply Division

Consultancy: Vaccine Warehouse Inventory Data Management
UNICEF Tajikistan/ Monitoring, Strategic Data and Evidence Unit (MSDEU), UNICEF Supply Division, Cph

Duty Station: Home with travel to Dushanbe, Tajikistan

Duration: 35 working days within the period of 4 months (starting from 15 October 2020 until 15 February 2021)

Total Travel Days: 30 Days (Dushanbe, Tajikistan)

Anticipated Start Date: 15 October 2020 or later

 

BACKGROUND:

Since 2016 the UNICEF Tajikistan Country Office has partnered with the Tajikistan Republican Center of Immunoprophylactic (RCIP) to implement various immunization supply chain data strengthening activities. This initiative, supported by the UNICEF Supply Division’s Monitoring Strategic Data and Evidence Data (MSDEU) Unit based in Copenhagen, aims to strengthen vaccine data management systems and promote a more data-driven approach to vaccine supply chain planning and decision-making.

The Tajikistan Ministry of Health’s Expanded Programme on Immunisation (EPI) manages and maintains a vaccine warehouse network for the national childhood vaccine supply. This network is made up of one (1) national level warehouse, seven (7) regional warehouses, and sixty-five (65) district level warehouse and storage facilities. The warehouse network plays a critical infrastructural and operational role in ensuring the timely and effective receipt, delivery, storage, and quality assurance of the life-saving vaccines for Children.

Under 2020 GAVI Technical Country Assistance (TCA) support, the UNICEF Tajikistan Country Office is launching an initiative to strengthen the vaccine data inventory management capacity of the EPI warehouse network in Tajikistan to ultimately better support the achievement of national vaccine targets and immunization programme goals.

DESCRIPTION OF ASSIGNMENT:

UNICEF seeks a consultant to conduct a rapid assessment of the inventory data management capacity of Tajikistan’s vaccine warehouse network, and to develop a national EPI warehouse data management capacity building strategy and action plan based on the findings of the assessment. The capacity building plan would propose and detail short-term (1-2 months), medium term (3-9 months), as well as long-term (9 months or longer) activities to strengthen the warehouse system’s capacity to more efficiently and effectively manage inventory data.

The analytic framework of the inventory data management capacity assessment is expected to be organized around the following three themes: A) people, B) processes, and C) systems. The example focus areas for the assessment should include (but not necessarily limited to) the following topic areas:

People: Formalization of roles/responsibilities, availability of key competencies, staffing levels, staff supervision structure, as well as the availability of staff training programs.
Processes: Data recording, reporting and analysis processes; performance management, and the coordination of inventory management with other warehouse operations.
Systems: Data forms and ledgers, databases, as well as other data management systems and support tools.

The selected consultant will evaluate these functional areas with the objective of documenting and better understanding how the current warehouse data management capacities support the achievement of EPI vaccine programme goals. The assessment will identify and elaborate on the current gaps in the performance of inventory data and related recordkeeping responsibilities. The final assessment report is expected to be supported by sound qualitative analysis with well-developed arguments, and written in a clear style, accessible to both specialists and non-specialists alike.

As a part of the consultancy, the consultant will also design and implement a brief training program for EPI warehouse system staff to strengthen their logistics management data management capacity while the consultant is in Dushanbe. This capacity building training will help to address inventory data management and recordkeeping capacity challenges identified in the assessment. The consultant is also expected to develop various tools (forms, tracking sheets, template, etc.) in support of this capacity-building. The design of the training curriculum, along with the coordination/planning of the training sessions, will be done in collaboration with the UNICEF Tajikistan country office.

The total number of paid consultant days available for this consultancy is thirty-five (35), with 30 days based in Dushanbe, Tajikistan. Travel and from Dushanbe is not included as consultancy days. The distribution of consultant days across assessment activities is proposed below.

Key Tasks:

Week 1: Home-Based (5 Days)

Activities:
1) Country literature review, coordination meetings, and travel preparation
2) Design Assessment Methodology and Tools
Description:
Consultant will prepare for the consultancy and design a proposed inventory management capacity assessment methodology.
Deliverables:
• Assessment Methodology data collection tools and implementation work plan.

 

Week 2 & 3: Dushanbe (10 Days)

Activities
3) Validate and pilot assessment methodology tools
4) Implement site visits to collect data and conduct interviews
Description:
The consultant will finalize the assessment methodology and execute it through site visits. The consultant will collect data and interview staff at national warehouse (1), regional warehouses (1), district vaccine warehouses (3) as well as staff at other relevant facilities to collect data to conduct the system assessment.

Deliverables:
• Approved and tested assessment methodology and tools
• Completed site visits and interviews and organized data/information to inform assessment report.

Week 4 & 5: Dushanbe (10 Days)

Activities:
5) Finalize the inventory data management capacity assessment report
6) Complete first draft of capacity building plan
7) Design, validate and test short-term training curriculum and related tools (forms, tracking sheets, template, etc.)
Description:
Based on the findings and data collected from the site visits and interviews, the consultant will finalize the assessment report as well as first draft of capacity building plan. The consultant will also develop the training materials and related tools as a part of the short-term capacity building plan.
Deliverables:
• Final Assessment Report
• First draft of Capacity Building Plan
• Proposed training curriculum, materials and implementation plan
• The design of proposed data strengthening tools (forms, tracking sheets, templates, etc.)

 

Week 6 & 7: Dushanbe (10 Days)

Activities:
8) Implement warehouse data management capacity building trainings
9) Finalize assessment report and Capacity Building Plan
Description:
The consultant will conduct trainings for EPI warehouse staff and finalize the Capacity Building Plan and the consultancy report.
Deliverables:
• Training report (including power point slides)
• Final Capacity Building Plan with implementation schedule
• Final consultancy report – Vaccine Warehouse Inventory Management Report with recommendations and proposed implementation plan

 

Deliverables:
1) Assessment Methodology data collection tools and implementation work plan
2) Approved and tested assessment methodology and tools
3) Completed site visits and interviews and organized data/information to inform assessment report
4) Final Assessment Report
5) First draft of Capacity Building Plan
6) Proposed training curriculum, materials and implementation plan
7) The design of proposed data strengthening tools (forms, tracking sheets, templates, etc.)
8) Training report (including power point slides)
9) Final Capacity Building Plan with implementation schedule
10) Final consultancy report – Vaccine Warehouse Inventory Management Report with recommendations and proposed implementation plan

Note: For the above deliverables to be considered complete, they must be of acceptable quality and formally approved by partner and UNICEF project stakeholders.

Payment schedule:
1. 30% upon submission of deliverables 1-4.
2. 40% upon submission of deliverables 5-8.
3. 30% upon submission of deliverables 9-10.

 

QUALIFICATION REQUIREMENTS:

The selected candidate for this consultancy is expected to demonstrate a strong background in the design and implementation of supply chain and/or operational assessments. The consultant should be conversant and highly knowledgeable about the principles of inventory and logistics data management. Exceptional writing skills are desired with samples of previous reports authored required as part of the consultant selection process. The consultant should also have experience in the design, planning and implementation of supply chain or other operational training programs.

Academic:
Master’s degree in Public Health, Supply Chain Management, Operations Research, Business, Pharmacy, Education/Training or another relevant discipline.

Professional Experience:
Minimum six years relevant and progressive professional work experience including work experience in the country-based settings, ideally for an extended period. Experience working with country governments in the area of supply chain is required. Experience working with the UN or an international NGO is desirable.

Other Skills and Qualifications:
Competencies: The successful candidate is expected to demonstrate the following competencies that are considered necessary to execute this consultancy:

Core Competencies
• Excellent communicator of concepts both verbally and in writing to a developing country government and international audience.
• Able to quickly understand instructions, to proactively seek clarification when needed.
• Able to work well in a team environment.
• Strong analytic and business writing skills.
• Strong training and workshop design, planning and facilitation skills

Functional Competencies
• Works independently and is problem-solving oriented.
• Works in a multi-cultural environment and establishes harmonious and effective working relationships.
• Demonstrates communication and relationship-building skills.
• Proven capacity to work across different locations utilizing technical skills within supply chain management and data visualization, management and/or monitoring.
• Able to adapt to changing circumstance.

Language Requirements: Full professional proficiency in English (written and oral) is required. Russian or Tajik language proficiency will be considered an advantage.

 

Evaluation Criteria

Qualified candidates are requested to submit:

 

1. Cover letter/application.
2. Financial quote for the consultancy which must include: the total consultancy fee (broken down into daily rate in US Dollars and number of consultancy days), travel costs (with details of the economy class ticket price to, and accommodation in, Tajikistan), and other administrative or related consultancy fees.
3. P11 form if not applying through UNICEF Employment site.
4. At least 3 Reference contacts.
5. CV – Experience in supply chain assessments and reports authored must be highlighted.  
6. Examples of previous authored assessment reports.
7. Brief proposal of assessment approach (1-2 pages).