Scope of Work
The Executive Assistant to MoH Resource Centre and eHMIS Program Administrator is responsible for handling Executive Assistant and Administrative duties. This includes ensuring that the office of the Assistant Commissioner of Health Services/Resource Centre operates in an efficient and effective manner by supporting heavy and ever changing calendar management, receiving and making high volume phone calls, making travel arrangements, making office appointments, arrangements handling or delegating office errands, supporting event planning and other project activities as needed. The Executive Assistant must possess exceptional verbal and written communication skills, tact and diplomacy, and above average time management skills.

SCOPE OF WORK:
The consultant will be charged with the following responsibilities:
1. The Executive Assistant & eHMIS Program Administrator – will support both the implementation and on-going development work of the eHMIS Program:
• Documenting of all program meetings and other activities as directed by the ACHS/RC
• Asset management; maintaining and updating asset registers
• Maintenance of eHMIS office equipment, stores and supplies associated with the program
• Ensuring efficient and effective operation of all facilities, logistics, and support services at the Resource Centre
• Develop, review and coordinate internal organization and work arrangements to support and ensure the delivery of the eHMIS Program outputs. Drive the agenda and organize the business of the various committees for which Resource Centre is responsible for ensuring issues are discussed and decisions taken in a timely manner, taking all minutes and distributing them
• Perform administrative and operational related decisions made by ACHS/RC
• Establish and manage relationships with relevant contractors and stakeholders, receive visitors and show them around the National Health Information Services Centre. Provide a point of contact for questions and feedback regarding the operations of eHMIS Program
• Build and maintain strong working relationships with both internal clients of the National Health Services Centre.
• Provide high-level administrative support to the eHMIS Program
• Support the eHMIS steering committee with future resource planning
• Assist eHMIS Programs with their administrative/logistical/resources planning
• Ensure adherence at all times to Government of Uganda and Funding Agencies, standing financial instructions and SOPs
• Ensure data regarding petty cash, IT and electronic issues and spare parts are accurately compiled and reported. Performing analytical review of the monthly expenditure to identify and investigate any significant variations from pre-determined monthly consumption
• Overseeing and supporting staff training for eHMIS
• Overseeing management of visitors and organization of their work, travel and accommodation arrangements
• Attend and take minutes of Admin leadership group meetings either in person or via teleconferencing
• Undertake all work following the relevant safety rules and regulations as laid out in the Ministry of Health Safety manual
• Provide required administrative support to districts and communities in the course of eHMIS implementation
1. Communication -Support:
• Actively communicate to the network of stakeholders (internal & external) associated with the eHMIS Program; this will include using advanced communication skills together with regular use of presentation skills including the use of PowerPoint and audio visual aid e.g. video conferencing equipment
• Responsible for active involvement and engagement of sponsors, key stakeholders and other government ministries, departments and agencies on the directions of ACHS/RC
• Establish appropriate working relations with senior leadership and key stakeholders as protocol requires
• Ensure that process exists for effective communication with staff, irrespective of working patterns; that staff involvement in decision making is positively encouraged and staff are fully engaged in changes affecting them
• Responsible for organizing and coordinating eHMIS talk shows and radio spots
1. Supporting the ACHS/RC to manage change within the eHMIS Program:
• Highlight to eHMIS steering committee any decisions that need to be taken and give reminders for timely implementation
• Organize regular staff meetings and give regular updates on eHMIS implementation progress and highlighting the implications on organization structure and functions
1. Management of resources- manage all resources associated with the eHMIS program (human, physical and financial):
• Scope and define technical staff requirements and facilitate recruitment and training of new staff
• Significantly contribute to the definition of requirements for new staff positions and drive the process forward
• Contribute to the definition of appropriate work structures and processes
• Ensure appropriate arrangements are in place for managing regulatory issues
• Prepare the annual procurement plan or as required for eHMIS
1. Maintenance of eHMIS Program records and documentation:
• Compiling, analyzing, summarizing, recording and maintaining information on project activities and its financial data;
• Preparation of eHMIS Program reports
• Assisting in the preparation of eHMIS Program progress reports
• Preparation of financial and technical background materials for use in discussions and briefing sessions.
• Classifying and indexing records
• Ensuring that records are easily accessible when required as per protocol and guidelines for information sharing
1. eHMIS Program Management:
• Assist in the preparation of eHMIS program budgets
• Assisting in the preparation of required budget revisions and drafting requests for disbursements of funds under the eHMIS Program.
• Provide support to eHMIS Program audits; assisting in the compilation of required documentation for audits.
• Support the Project Manager in the implementation of the audit recommendations in a systematic manner;
1. eHMIS Program Monitoring and Evaluation
• Supporting the monitoring of project activities by previewing a variety of records, including control plans, progress reports, project inputs, budgets and financial expenditures;
• Undertaking visits to program sites and preparing reports on them.
• Knowledge building and sharing
• Assisting in the preparation, updating and maintenance of eHMIS publicity materials such as brochures, magazines, leaflets and fliers for advocacy and visibility
• Distribution of eHMIS Program literature to all stakeholders and interested parties
• Track eHMIS Program Key Performance Indicators and Targets using Dashboard software and score cards and give appropriate reminders to concerned parties
1. Event Management
• Organizing workshops and meetings:
• Assisting in the organization of workshops, seminars, and round table meetings including making bookings for venues, accommodation, and transport;
• Securing travel arrangements and authorization for all program staff.
• Ensuring payment of per diems, and other legitimate payments related to the program according to laid rules and regulations by the government and funders
This job description in no way states or implies that these are the only duties to be performed by this employee. He or she will be required to follow any other instructions and to perform any other duties requested by his or her supervisor.
Areas to be Considered
Consultant will serve as a secondee to the MoH, filling a position within the eHealth TWG endorsed draft HR organogram for the proposed MoH Department of Health Information upgraded from the current Resource Centre. While efforts are underway to formally create these positions within MoH structures, it is expected to take at least 3-5 years, with HDP support required in the interim.
The UNICEF Health SystemsStrengthening Specialist will provide overall supervision to the consultant, with day-to-day oversight by the Assistant Commissioner Resource Centre, Ministry of Health.
Expected Deliverables and time frame
The consultant shall receive a monthly payment based upon review of monthly deliverables with supervisor.
The consultant shall – on a quarterly basis – provide an updated work plan for review and approval by the MoH and UNICEF
The contract shall run from 1st August 2015 to 31 January 2016 (136 days). Efforts will be made in the interim to transition full ownership of the contract to the MoH HR Department; a progress review will be conducted by 1 October 2015 and a decision made by UNICEF senior management whether the MoH is on track and able to take over the contract by 1 February 2016. In the case this is not possible, alternative modalities will be explored so as to ensure continuity of programme assistance.
Tasks and Deliverable:
Task 1: Provide support to the ACHS/RC Office for its efficient and effective functioning and put in place sound human resource system. Deliverable 1: Draft brief (2-3 pages) report, documenting all key activities supporting efficient functioning of the office of the ACHS/RC, sound human resource system, work plan, budget, and procurement plan in place, well-functioning financial management in place and conducive environment.
Task 2: Provide effective communication for advocacy, increased awareness, visibility and timely response to all stakeholders (internal & external). Deliverable 2: Draft brief (2-3 pages) report, documenting all key activities supporting effective communication for advocacy, increased visibility and timely response to stakeholders (internal & external).
Task 3: Provide support for quick adoption, understanding and acceptability of eHMIS innovations by all stakeholders (internal & external). Deliverable 3: Draft brief (2-3 pages) report, documenting all key activities supporting quick adoption, understanding and acceptability of eHMIS innovations by all stakeholders (internal & External).
Task 4: Provide support for eHMIS documentation, information sharing, dissemination and record keeping including disseminating. Update Health Facility Master List, phone / mail list servers, and DHIS2 / mTRAC/CHMS databases, as requested. Deliverable 4: Draft brief (2-3 page) report providing an overview of activities supporting information sharing and proper record keeping including timely submission of eHMIS reports and assessing effectiveness of current processes, and recommendations for improvement.
Task 5: Provide administrative and logistical support to MoH RC for District level monitoring, support supervision, District Data Review Meetings and District Based Quality Assurance Assessments. Deliverables 5: Draft brief (2-3 page) report providing an overview of activities supporting District level monitoring, support supervision, District Data Review Meetings and District Based Quality Assurance Assessments
Task 6: Provide regular reminders on eHMIS program score card performance to concerned parties.Deliverables 6: Draft 2-3 page report providing an overview of activities supporting regular reminders on eHMIS Program Score card performance to concerned parties including activities undertaken and suggested recommendations moving forward.
Task 7: Provide flawless events management. Deliverable 7: Draft brief (2-3 page) report providing an overview of activities supporting flawless management and suggested recommendations moving forward

Desired background qualification and experience and competencies
It is required that consultant has:
• Any combination of education and training equivalent to a possession of a degree in Management
• Previous work experience of at least 5 years is required in:
ü Significant broad range of experience at senior level evidenced by a broad portfolio of work across public and private sector
ü Excellent track record of supporting projects that involve a wide variety of international stake-holders
ü Prior experience of managing significant budgets
• Extensive background in working in the health sector environment with both Ministry of Health and donor funding
• Demonstrated experience in tracking key performance indicators using dashboards or score cards

Functional Competencies:
• Possess the ability to communicate effectively to different organizations and audiences; including formal presentations e.g Board level
• Demonstrate an ability to provide, receive and record communications, electronically, orally and written
• Ability to overcome barriers associated with conveying complex technical information to a non- technical audience
• Ability to work, to organize, plan and prioritize a diverse range of complex settings to meet statutory and other deadlines typically involving other disciplines/organizations
• Ability to develop and maintain effective relationships with team members and staff
• Can Demonstrate initiative, creativity, flexibility and a personal ethos of continuous improvement and problem solving
• Show an ability to gain and understand other professionals problem solving requirements
• Ability to focus, concentrate and accurately complete tasks within given time frames while dealing with unscheduled interruptions e.g changing priorities
• Ability to manage implementation of the eHMIS Program activities and implementation across organizations
• Possess the ability to translate strategy into action
• Demonstrate additional specialist knowledge and expertise e.g advanced presentation and facilitation skills
• Possess the ability to keep the Program on track from an administrative standpoint; reassess priorities appropriately and alter deadlines and work as appropriate

Additionally, the candidate must be:
• Willing to live in Kampala, Uganda.Conditions
• It is expected that the Consultant will already reside in Uganda, and will not be eligible for an airline ticket or DSA upon start of the contract.
• The consultant will be seconded to the MoH, and as such, will not work from the UNICEF Office or require a computer, access to phone lines, etc.
• Consultant is responsible for his/her own health insurance. Consultant will be required to sign the health statement for consultants/individual contractor prior to taking up the assignment, and to document that they have appropriate health insurance, if applicable.
• This consultancy will likely require significant travel within Uganda. Consultant will receive standard DSA for any in- or out-of-country travel, and is authorized to take UNICEF transport if the Supervisor approves travel.
• The consultancy will not commence unless both UNICEF and the consultant sign a contract.
• Consultant will not have supervisory responsibility within UNICEF, nor responsibilities on UNICEF budget and other resources.
• Consultant will arrange her/his own accommodation when needed.
• Consultant is not entitled to payment of overtime. All remuneration must be within the contract agreement.
• It is expected that Consultant will be available in Uganda for the entire consultancy period. This position should be considered a full-time assignment. A month is defined as 21 working days, and fees are prorated accordingly. Consultants are not paid additional fees for work on weekends or public holidays.

How to Apply
• Applicants interested in the above position should send their Applications accompanied by a resume and P11 Form Via email to: ugderecruit@unicef.org, clearly indicating the position applied for and using the specified order to name attachments (Firstname_Lastname followed by document e.g. First name_Last Name P11 or First name_Last Name CV or First name_Last Name Application.
• ONLY Ugandan Nationals will be considered for this Assignment
• UNICEF is committed to gender equality in its mandate and its staff; qualified female candidates are strongly encouraged to apply.
• UNICEF is a smoke free environment.
• Only short listed candidates will be contacted. • Closing date for applications is 3 September 2015.