System strengthening Officer-Health project

• Reference No: Rec/027/25
• Location: Bahirdar, Amhara

Job’s aim

The SSO – Health project is part of the project team consisting of other System Strengthening officers. S/he works in direct collaboration with and under the responsibility of the Project Coordinator in Bahirdar, to whom s/he reports directly.

The SSO – Health Project conducts monthly verifications of the Bahirdar city health facilities and North Gojjam zone Health Facilities contracted under PBF, in order to verify declared monthly HMIS data; and regulatory follow and provide onsite technical support to health facilities under the PBF Health project. The officer also gives support to contracted regulators in conducting quarterly technical quality verifications of the Health Facilities and registers attendance.

Responsibilities and Accountability

Business plan & contracting

1. Assist the contracted Health Facilities (HF) in the development of their Business Plans (BP) and signing these BPs.
2. Facilitate the timely signing of HFs, Woreda Health Offices (WorHO), Bahirdar city Administration and North Gojjam Zonal Health Department (ZHD) and CBO contracts with Cordaid Bahir Dar Office operating as the Purchasing Agency.
3. Facilitate regular BP reviews and timely submission to Cordaid Bahirdar office.

Verification

1. Conduct monthly quantity verification visits to each health facility contracted by the Cordaid Bahirdar Office and verify the declared monthly quantity data from the DHIS2 (facility registers) and compile verification reports.
2. Ensure that quantity verifications of contracted HFs are conducted according to the agreed guidelines in the Project Implementation Manual (PIM).
3. Enter the declared and verified PBF-data of the contracted facilities and actors into the PBF data system.
4. Provide feedback to the contracted HFs on observations and gaps noted during monthly quantity verifications.
5. Provide feedback to the Project Coordinator on observations and gaps noted during the monthly quantity verifications.
6. Collect random samples from the HF registers and provide relevant client information for the quarterly client satisfaction surveys to be done by the contracted CBO’s.
7. Verify the quarterly client satisfaction questionnaires of the contracted CBOs for completeness and accuracy of data.
8. Ensure that the quarterly quality supervisions of the HFs are conducted by the WorHO (for the contracted Health Centres) and the ZHD (for the contracted Hospitals) according to the timelines in the signed contracts.
9. Ensure that client satisfaction surveys are conducted by the contracted CBO’s according to the PIM and the agreed guidelines and deadlines.
10. Where needed participate in the quarterly quality supervision of the contracted HFs by the WorHO and the ZHD.
11. Coordinate the timely preparation of quality and quantity verification invoices according to the PIM and set deadlines.
12. Timely submit quarterly quality scores of the supervision reports of the WorHOs and the ZHD, including CBO quality scores, to the Project Coordinator and correctly enter into the PBF data system.

Performance Management and Monitoring

1. Monitor the use of the PBF-subsidies and if the contracted HFs are in line with their BPs and follow financial procedures. If not, report discrepancies to the WorHO and/or the ZHD. Submit detailed quarterly subsidy use reports to the Project Coordinator.
2. Monitor if all documents (HF’s indicator reports and invoices) are sent and prepared on time, enabling timely verifications and subsidy-payments.
3. Make a quarterly analysis of the contracted HFs performance and classify the HFs accordingly.
4. Quarterly assess the performance of the contracted Woreda Health Offices (WorHOs) and Zonal Health Department (ZHD) based on their score cards (see PIM).

Trainings, Technical Assistance (TA), and CQI support

1. Train the newly contracted HFs, CBOs, WorHOs and ZHD in PBF as formulated in the PIM of the PBF project.
2. During project implementation: identify on the training needs and attend to capacity building needs of the contracted parties and provide recommendations to the Project Coordinator.
3. Identify and make recommendations to overcoming obstacles and challenges encountered during the whole implementation of the PBF project.
4. Coach the HFs on how to use PBF subsidies effectively to realise the results formulated in their BPs.
5. Coach the contracted HF on how to manage their documentation, on how to reduce errors in their reports and how to improve their HMIS.
6. Participate in facilitating PBF trainings at zonal and district level.
7. Ensure quality production of training reports according to agreed deadlines.
8. Conduct onsite technical assistance to health facilities on clinical quality improvement (CQI), including Quality improvement projects development through aligning with their approved workplans.
9. Provide feedback to contracted HFs and respective Woreda Health Offices or Zonal Health department on identified gaps during coaching and technical support.
10. Provide feedback to the Project coordinator on the progress of quality of care through total quality management (QP, CQI, and QA).
11. Acknowledge and make recommendations to overcome contests confronted during enactment of the CQI Initiatives.

Networking

1. Ensure timely and regular communication and information sharing is in place with the line manager. Communicate timely of any planned coordination meetings at zonal/woreda level where Cordaid Bahir Dar office should be represented.
2. Represent the Cordaid Bahirdar office, establishing, and maintaining good relations with key stakeholders in the targeted districts of the North Gojjam Zone and Bahirdar city administration.
3. Attend at least one Zonal Health Department/ Woreda level meeting per quarter.

Reporting

1. Compile monthly HF reports, quarterly quality verification reports, quarterly CBO verification reports, and the quarterly HFs, CBOs, WorHO and ZHD invoices for timely payment by the Fund holder (Cordaid Addis Ababa office).
2. Submit quarterly progress reports and weekly updates to the Project coordinator.
3. Ensure that proper PBF files of all contracted parties are maintained.
4. Submit the monthly returns of the finance activities and report the field level movements of logistics and administrative activities to the Project coordinator.

Attend to any other duties as directed by the line manager

Qualifications and Experience

1. Public health background with a degree in Nursing, Health Promotion or Public Health and at least 5 years working experience in the health sector.
2. Demonstrated knowledge of and experience in Ethiopian Public Health Services.
3. Knowledge and experience of health supply chain management and LMIS mechanisms for health facilities.
4. Minimum of one year working experience with the Ministry of Health (at district, zonal or regional level) is an advantage.
5. Knowledge of and experience with the Ethiopian HMIS system and DHIS2.
6. Prior working experience with quality improvement in a public health organization is an advantage.
7. Good experience with relevant computer software packages like Ms Word, Excel, Power Point is a must.

Knowledge and Skills

1. Knowledge of and working experience in the Bahirdar city and North Gojjam Zone is an advantage.
2. Knowledge of the PBF approach.
3. Independent, dynamic, and capable of organizing his/her work, while having the ability to work accurately.
4. Good networking and social skills
5. Good command (in writing and verbally) of Amharic and English language.
6. Ability to analyze and present data in well written reports. Experience in preparing attractive reports, presentations and in facilitating skills.
7. Ability to work and succeed under less supervision and guidance, meeting deadlines.
8. Willing to work and to frequently travel long distances within the Zone.
9. Able to ride and in the possession of an (Ethiopian) motorbike license.

Competences

• Collaboration
• Integrity
• Organizational Awareness
• Networking
• Planning & Organization
• Problem solving
• Analytical