Description 
 
  Vacancy Announcement
 
 
Job title: 
Operations and Facility Management Advisor
Work Location:
Freetown, Western Area Rural 
Department:
Operations
Reports to: 
Chief Operating Officer and District Advisor
Line Management 
No
Application Status
External Advert
Organisation Profile 
Partners In Health (PIH) is an international health organization relentlessly committed to improving the health of the poor and marginalized. PIH partners with local governments to build local capacity and works closely with impoverished communities to deliver high-quality health care, address the root causes of illness, train providers, advance research, and advocate for global policy change. Our delivered services in the field are based in our partnership with the Governments and Ministries of Health and the support to education, training and mentorship to Health care workers and students is one of our pillars for the Health care system strengthening.
PIH currently has implementation programs in Haiti, Rwanda, Lesotho, Liberia, Malawi, Peru, Mexico, Russia, Sierra Leone and Navajo Nation. Through our partnership with Harvard Medical School and the Brigham and Women’s Hospital, we support a wide range of programs in dozens of other countries around the world. 
 
Our Work In Sierra Leone:
Partners In Health (PIH) began supporting the government of Sierra Leone in response to the Ebola epidemic in October 2014. Recognizing the large need for continued investments in the health system after Ebola, PIH is committed to long-term health system strengthening in support of the Ministry of Health and Sanitation (MOHS), guided by the same principles as our emergency response and our work around the world: public sector accompaniment, integrated and comprehensive services, social justice, nimbleness and flexibility, partnership, community ownership, and evidence-based interventions. In the aftermath of the epidemic, PIH is committed to supporting the delivery of comprehensive health services in Sierra Leone, from the community level to the health center and to referral hospitals.
Position Overview
 
PIH-Sierra Leone is supporting the Ministry of Health and Sanitation in the implementation of the five-year World Bank funded QEHSSSP health systems strengthening project that will implement a comprehensive Hub-and-Spoke approach in 5 districts in Sierra Leone through focused investments in staff, stuff, space, systems and nutrition. The project will be implemented in 5 districts of Sierra Leone- Kailahun, Bonthe, Falaba, Tonkolili and Western Area Rural. 
 
The Operations and Facility Management Advisor is a critical member of the PIH Sierra Leone team and will work collaboratively with the clinical and support services staff to provide technical assistance to the District Health Management Team in optimal operationalization of project supported health facilities including: DHMT operations; HR management of the health facility, strengthening the supply chain management of the project procured drugs and commodities, developing and implementing systems for routine and emergency maintenance of the health facility infrastructure and equipment, implementing SOPs for patient pathway through the health facility, supporting the referral systems and financial and commodity management for the selected health facilities. 
She/he will work closely internally with the Chief Operating Officer, Director of Infrastructure and District Advisor and on a daily basis with the DHMT focal person to improve the readiness of the health facilities to deliver high quality RMNCAH services and support the DHMT in programming.
Essential Duties and Responsibilities: 
Supply chains for medicines and other commodities
- Assess the current end-to-end performance of the supply chain against QEHSSSP project needs
- With DMO, outline a strategic approach to demand planning, purchasing, logistics (including transport and storage) and distribution of pharmaceutical and non-pharmaceutical inputs
- Create or enforce implementation of the government standard method for product forecasting and reordering. Establish reorder and procurement cycles and inventory review procedures
- Support the DHMT in reviewing vendor relationships, identify areas where new vendor options are needed, assist in identifying new vendors, and ensure appropriate vendor contracts 
- Establish and monitor key performance indicators to measure the supply chain improvements and overall performance as per the national guidance
- With DMO, Identify areas for training and skill-building to strengthen supply chain operations. Develop or share methods and materials. Provide on-site training when necessary
- Conduct supportive supervision to the health facilities regularly to assess progress and challenges, address concerns, elevate major issues and decision points, and maintain consistent follow-up
- Establish well-coordinated relationships with the DHMT counterparts to ensure a strong supply chain system    📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐  
  ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖! 

- With input from pharmacy mentor, regularly review progress at facility level on pharmacy management and management of commodities 
- Support DHMTs in ensuring proper management and safeguarding of project commodities 
 
Health facility operations
- Ensure that each staff person in health facility is linked to a formal role and has clear roles and responsibilities, and that new staff are onboarded to facilities, and SOPs, processes and procedures
- Ensure each health facility role has a written job description including tasks and performance standards that, approved by the facility lead and DMO, and agreed upon by the staff person
- With DMO, work with facilities leads to establish and implement relevant Standard Operating Procedures (SOPs) eg. Patient flow pathway, routine and emergency maintenance of infrastructure and equipment, running and maintenance of generators, etc. As needed, collaborate with facility leads to offer trainings on SOPs
- Under the guidance of Director of infrastructure, support in follow up of planned renovations of the supported health facilities
- Ensure that each project and renovation has established specifications from Construction Supervisor.
- Ensure all projects meet MOH infrastructure and safety standards and any gaps are identified
- Visit health facilities regularly to assess progress and challenges, address concerns, elevate major issues and decision points, and maintain consistent follow-up
- Provide capacity-building, mentorship and training to health facility staff in operations
- Act as liaison between health facilities and PIH teams (infrastructure, operations, fleet management, pharmacy, lab, clinical etc.) to ensure adequate mentorship and support is provided on operational issues arising 
- Support facility staff in setting up necessary communications and reporting systems, with DHMT, NEMS and central level, together with other Advisors and DHMT staff 
 
DHMT operations
- Support DMO and other DHMT member on operational matters, including procurement, logistics, program planning and program management
- Support DMO in maintaining an overview and tracking progress of project deliverables, including ensuring infrastructure projects proceed as planned, and necessary requests are made for procurements, commodities, staffing 
- Provide capacity building and mentorship to DHMT staff, responsive to needs, as well as based on core PIH toolkits
- Support DHMT and DMO in basic budgeting, financial planning and forecasting, where required
- Support DHMT and DMO in asset registers and management, fleet management and planning 
- Provide training in operations to DHMT staff 
- Support DMO and DHMT in district-wide planning efforts, larger events, and operational aspects of in-charges meetings 
- Support DMO and DHMT in ensuring appropriate communication flows to district level 
- Act as liaison between health facilities and PIH teams (operations, finance, program, leadership, fleet etc.) to ensure adequate mentorship and support is provided on operational issues arising 
 
PIH operations
- Act as lead for PIH operations in district, under supervision of Operations Associate, including guesthouse/office, fleet, logistics
- Plan movements of vehicles and people to/from district, including usage of guesthouse and office, and planning and logistics for events 
- Ensure PIH operations follow all applicable policies and procedures, rules and regulations by PIH, project donor, MOHS etc.
- Support the PIH district team with internal coordination for budget and program management
 
Management and leadership
- Act as role model, mentor and coach to less experienced DHMT and facility staff
- Manage and supervise PIH driver and office assistant in district 
- Deputize District Advisor as needed and represent PIH in the district  






    📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟰! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟰 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗜𝗢𝗠, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀!  🌐   





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    📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟰! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟰 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐