Data Clerks (HR Records Management and IHRIS Data Tender - 33869956

Procurement Summary

Country: Liberia

Summary: Data Clerks (HR Records Management and IHRIS Data Consultant)

Deadline: 17 Jun 2019

Posting Date: 25 Jun 2019

Other Information

Notice Type: Tender

TOT Ref.No.: 33869956

Document Ref. No.: 83325533

Competition: ICB

Financier: Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH

Purchaser Ownership: -

Tender Value: Refer Document

CPV Classification

79996100 - Records management

Purchaser's Detail

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Tender Details

Request for proposals are invited for Data Clerks (HR Records Management and IHRIS Data Consultant) – 5 positions.
The GIZ Office in Liberia on behalf of the project “GIZ -PEGSS” announces
Tender: “Request for Proposal for Data Clerks (HR Records Management and IHRIS Data Consultant) – 5 positions”
Tender Reference Number: 83325533
Bids are invited from reputable independent consultant eligible to work in Liberia.
Closing date and time of the tender: 17 June 2019 – 17:00 PM LOCAL TIME
Tender are to be addressed to the GIZ- Liberia Office, Contract & Procurement Department, 86 UN Drive, Mamba, Monrovia, Liberia and delivered or posted to the address mentioned in the tender documents.
Complete Tender Documents can be submitted electronically by email to [email protected] until the closing date and time
Questions and remarks can be asked until 4 days before closure of tender. Answers / clarifications will be shared via circular letter.
Please mention in the subject line “TENDER NO 83325533– Request for Proposal for Data Clerks (HR Records Management and IHRIS Data Consultant)”
A. Documents to be submitted with the bid

• Please include the following 2 documents

Technical offer:

• A cover letter stating your relevant experience etc.

• CV and relevant supporting documents (e.g. certificates,

qualifications etc).

One PDF document

titled

“Surname_TechnicalOffer”

Price offer:

• Professional fees for up to 50 working days

• Lump sum of up to USD 250 for stationary and

communication expenses

• Overall price

• Name, Date and signature

One signed PDF

document titled

“Surname_Financial

offer”

B. Terms of reference for an individual consultancy

Data Clerks (HR records management and IHRIS Data Consultant) – 5

positions

Application Closing Date: June 17, 2019

Period of Performance: June 24 – 30 September 2019
Length of assignment: up to 50 working days.

Overview of the assignment

The Ministry of Health (MOH) in collaboration with GIZ is seeking a technical expertise of 5

national consultants to support Human Resources officers (HROs) in 5 south east counties

(Grand Gedeh, Sinoe, River Gee, Grand Kru and Maryland) with data collection, imputation

and reporting and ensure employees’ records (Hard copies files and Integrated HR

Information System – IHRIS - data base) are up to date. These consultants will work as data

clerks and will be supervise by the County Health Team HROs and a regional coordinator

who will have technical oversight and provide backstopping support for their work

General introduction

The Integrated Human Resource Information System (IHRIS) is a Free, open source system

distributed under the General Public License (GPL), to supply health sector leaders and

managers with the information they need to assess human resource problems, plan effective

interventions, and evaluate those interventions. The suite includes: iHRIS Manage, iHRIS

Qualify, iHRIS Plan, iHRIS Retain, and iHRIS Train. In 2013, the MOH introduced (iHRIS) to

help manage health workforce information for enhanced data-informed decision making.

Over the years, several partners have supported the MOH to implement IHRIS, including the

USAID Collaborative Support for Health (CSH) Program, which provided training and

mentoring in 3 counties, including Bong, Nimba, and Lofa. In addition, CSH, in partnership

with the Clinton Health Access Initiative (CHAI), trained all county HROs on iHRIS in late

2017, developing an operation manual to assist implementation.

More recently, GIZ has supported the 5 counties of the south east, namely Grand Gedeh,

Grand Kru, Maryland, River Gee and Sinoe, to ensure that each member of staff has an

IHRIS record with a minimum set of data included and assigned to their correct facility.

Despite these interventions, it is still not yet a usable tool for decision and information as its

completion to certain standard and the accuracy of its data is still questionable. This

Consultancy process should be a way for a one off solution to achieve at least 80%

coverage with IHRIS Manage in all of the south eastern counties supported by GIZ.

Key deliverables

• Data collection and facility outreach plan developed

• HR files hard copies up to date with minimum required documentations

• Data entry completed with updated IHRIS

• Data verification of HR records in IHRIS completed

Key Tasks

The Data Clerks will work with the HR Team in the counties to:

• Collect all manual document from staff assign at facilities including:

• Ensuring files completeness as per one personnel one file both facility and county

level

• Ensure that all personnel record aligns with the MOH minimum Data set in IHRIS.

• The job duties/responsibilities of Data Clerks will include:

• Be able to attend and do well in the Data Collection Training in Monrovia

• Understand all the tools you will be using for the Data Collection.

• Accept assignment in any of the five Southeast counties

• Collect and collate manual Document as per Department, facility and District.

• Manage, arrange or scan all files and document properly

• Be able to visit all/ as many facilities as possible to get the work done

• Verify data and correct data where necessary before or during entry

• Respond to request for clarity or additional information when necessary
• Carryout any other task that may be required

Competencies required

• Be knowledgeable of computer data bases with some data entry experience

• Have a good community Entry skill

• Minimum of High School Diploma. University enrolment is an added advantage

• Excellent computer application skills especially Excel

• Excellent typing skills and ability to use the computer properly

• Very careful attention to detail

• Willingness to spend time entering data and carrying out verifications

• Experience in working in the southeast or willingness to work there

• Warm interpersonal skills and commitment to teamwork and team-building

• Ability to treat confidential information with due care

• Willingness to travel on tough road (crossing rivers) to Health Facilities

Note: This role will be suitable for a current student or recent graduate seeking to gain

experience of the health sector in Liberia. The preferred candidates must be willing to travel

and work in the southeast over the period of this consultancy. The preferred candidates

must be able to ride a motorbike . The southeast counties (Grand Gedeh, Rivergee,

Sinoe, Grand Kru and Maryland) is generally a tough terrain with regards to roads and in

some cases accommodation. Travel of up to 40 days is expected and costs will be

reimbursed in line with GIZ regulations.

Confidentiality and trustworthiness: The supervisor must be able to develop a strong sense

of confidentiality and never disclose details of their work like staff qualification, salary etc. to

any outside source. Also, the supervisor should also be truthful in statements of report or the

reality of the work.

Application process

• Interested parties should submit bids to the following e-mail address: [email protected] until latest 17 June 2019 COB. Only bids by electronic means are

accepted.

• Please include in your submission documents as mentioned above.

• Only shortlisted candidates will be contact and asked for an interview and test

• The technical evaluation of shortlisted candidates against the listed competencies will

count for 70%, the financial evaluation will count for 30% of the evaluation.

Documents

 Tender Notice