Technical Assistant (Consultant) for LASHMA's Business Process Manual Review at the Lagos State Ministry of Health (LSMoH)

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Posted 1 year ago

Job Title: Technical Assistant (Consultant) for LASHMA’s Business Process Manual Review

Objectives

This document outlines in details the Terms of Reference, Scope of Work, and General Requirements for the Technical Assistance (Consultant) for LASHMA’s Business Process Manual.
The overall objective of this activity is to provide technical assistance to the Lagos State Health Management Agency (LASHMA) in reviewing the Business Process Manual (BPM) to enhance operational efficiency and effectiveness.

Specific Objectives

Engage a consultant to conduct a thorough assessment of the existing BPM, ensuring all operational procedures and guidelines are reviewed comprehensively.
Identify gaps, redundancies, and inefficiencies in the current BPM that hinder operational effectiveness and service delivery within LASHMA.
Ensure alignment of the BPM with the Lagos State Health Scheme (LSHS) Operational Guidelines to maintain consistency and coherence in operational practices.
Develop standardized procedures and protocols within the BPM to streamline workflows, enhance clarity, and promote consistency in service delivery across all LASHMA units.
Incorporate best practices and industry standards into the updated BPM to optimize operational efficiency and ensure adherence to regulatory requirements.
Strengthen accountability mechanisms within the BPM to promote transparency, responsibility, and effective governance within LASHMA.
Provide capacity-building opportunities for LASHMA staff members to ensure understanding and effective implementation of the updated BPM.
Document recommendations and proposed updates to the BPM in a comprehensive report, outlining actionable steps for implementation.
Organize a validation meeting involving key stakeholders to review and provide feedback on the proposed updates to the BPM, ensuring alignment with organizational objectives and priorities.
Develop an implementation plan detailing timelines, responsibilities, and resource requirements for the rollout of the updated BPM across all LASHMA units.
Establish monitoring and evaluation mechanisms to track the implementation progress of the updated BPM, identify any challenges, and make necessary adjustments to ensure effectiveness and sustainability.
Document lessons learned throughout the BPM review process to inform future initiatives and continuous improvement efforts within LASHMA.

Scope of Work

The technical assistance engagement aims to significantly enhance LASHMA’s operational efficiency and effectiveness, ultimately contributing to better healthcare outcomes for the residents of Lagos State.

The detailed scope of work includes the following tasks:
Comprehensive Review of Existing BPM:

Conduct a thorough assessment of the current Business Process Manual (BPM) of Lagos State Health Management Agency (LASHMA).
Identify gaps, inefficiencies, and areas where processes do not align with evolving healthcare standards and best practices.

Stakeholder Engagement and Consultation:

Facilitate consultations and workshops with key stakeholders, including LASHMA management, staff, healthcare providers, and representatives from the RSSH team and the Grant Management Unit.
Gather inputs and feedback on the existing processes, challenges faced, and suggestions for improvements.

Development of Updated BPM:

Research and analyze best practices in healthcare management processes from similar organizations and regions.
Benchmark LASHMA’s current processes against these best practices to identify opportunities for enhancement.
Develop a revised BPM that reflects best practices and addresses the identified gaps.
Ensure that the updated BPM aligns with current healthcare standards and regulatory requirements.

Implementation Plan:

Develop a detailed plan outlining timelines, responsibilities, and resource requirements for the implementation of recommended changes to the BPM across all LASHMA units.

Capacity Building and Training:

Design and deliver training programs for LASHMA staff to ensure they are well-equipped to implement and adhere to the updated BPM.
Provide training materials and user guides to support the ongoing education of staff.

Monitoring and Evaluation Framework:

Establish a monitoring and evaluation framework to assess the effectiveness of the revised BPM.
Develop key performance indicators (KPIs) to measure improvements in operational efficiency and service delivery.

Documentation and Reporting:

Compile comprehensive documentation of the updated BPM, including all processes, procedures, and guidelines.
Prepare detailed reports on the review process, findings, stakeholder consultations, and recommendations.
Provide regular progress reports to LASHMA management, the RSSH team, and the Grant Management Unit (GMU).

Support and Advisory Services:

Offer ongoing support and advisory services during the implementation phase to address any challenges or issues that arise.
Provide expert advice on further improvements and optimizations as needed.

Sustainability and Continuous Improvement:

Develop strategies for the sustainability of the updated BPM, including regular reviews and updates.

Key Deliverables

BPM Review Report: A comprehensive report detailing the findings of the Business Process Manual (BPM) review, including an assessment of existing procedures, identified gaps, and recommendations for improvement.
Updated BPM Document: An updated version of the BPM reflecting proposed changes, standardized procedures, and integrated best practices to enhance operational efficiency and effectiveness within Lagos State Health Management Agency (LASHMA).
Implementation Plan: A detailed plan outlining timelines, responsibilities, and resource requirements for the implementation of recommended changes to the BPM across all LASHMA units.
Meeting Report: A report summarizing the outcomes of the BPM validation meeting, including stakeholder feedback, suggested revisions, and final approval of the updated BPM.
Capacity Building Materials: Training materials or resources developed to support capacity-building initiatives for LASHMA staff members regarding the updated BPM and associated operational procedures.
Monitoring and Evaluation Framework: An established framework for monitoring and evaluating the implementation progress of the updated BPM, including key performance indicators (KPIs) and mechanisms for tracking success.
Lessons Learned Document: Documentation of lessons learned throughout the BPM review process, highlighting challenges encountered, successful strategies employed, and recommendations for future initiatives.
Final Presentation: A final presentation to LASHMA management and key stakeholders summarizing the BPM review process, key findings, recommended changes, and next steps for implementation.

Qualification and Experience
The ideal candidate for this consultancy position should possess the following qualifications and expertise:

Master’s Degree in Healthcare Administration, Business Administration, Public Health, or a related field from a reputable institution.
Additional certifications in process improvement methodologies such as Lean Six Sigma or Business Process Management (BPM) would be advantageous.
7 -10 years of relevant experience in healthcare management, with a focus on process improvement, operational efficiency, and organizational development.
Demonstrated experience in conducting business process reviews, preferably within health management organizations or similar entities.
Proven track record of successfully implementing process optimization initiatives and delivering tangible results.
Previous experience working with Global Fund projects or similar international health grants is highly desirable.
Prior employment in reputable healthcare consulting firms, management consulting firms, or relevant government agencies responsible for healthcare administration.
Direct experience working with health management organizations, health insurance schemes, or similar entities, with a focus on operational excellence and regulatory compliance.
Excellent written and verbal communication skills, with the ability to communicate complex concepts clearly and concisely to diverse audiences, including senior management and frontline staff.
Strong project management skills, with experience leading and coordinating multidisciplinary teams to achieve project objectives within defined timelines and budget constraints.
Adherence to high ethical standards and a commitment to maintaining confidentiality, integrity, and professionalism throughout the consultancy engagement.
Strong references from previous clients or employers attest to the consultant’s ability to deliver high-quality consultancy services, meet project objectives, and collaborate effectively with stakeholders.
Experience working with health management agencies or health insurance schemes in Nigeria, particularly in Lagos State, would be highly beneficial.
Familiarity with the regulatory environment and healthcare policies governing health management organizations in Nigeria.
Advanced analytical skills, including the ability to analyze complex data sets, identify root causes of inefficiencies, and develop data-driven recommendations for process improvement.

Application Instructions:

The application deadline is on 18th April, 2025. Therefore, qualified and interested candidates should submit the completed technical and financial proposal electronically to: [email protected] clearly indicating “Technical Assistance (Consultant) for LASHMA’s Business Process Manual Review” as the subject of the mail. It is essential to visit the official website (link found below) for detailed information on how to apply successfully for this vacancy.

Official Job Website: https://health.lagosstate.gov.ng/

Guideline for submission of proposal

A candidate will be selected on the basis of comparison on individual qualifications (Curriculum Vitae and Experience) Technical Approach, Methodology and workplan.
When submitting the technical proposal, the applicant should ensure to attach the following documents:
- Curriculum Vitae and copies of certificates for the qualifications indicated in the CV.
- Technical approach & methodology, and workplan in line with the scope of work and key deliverables.
The financial proposal shall specify a total lump sum amount for the consultancy services

Note: Each submission should clearly indicate the title of the Consultancy you are applying for. Kindly use the sample documents (Curriculum Vitae (CV) for Proposed Professional Staff, Description of Approach, Methodology and Work Plan for Performing the Assignment, Financial Proposal Submission Form) for the preparation of your technical and financial proposal.

Confidentiality:

Information submitted in response to this RFP will be held in confidence.

Analytics:

All data generated in the course of the project will be the property of the State Ministry of Health and will not be used for any other purpose by the consultant.

Terms and Conditions:

This Request for Proposal shall not be construed to be commitment on the part of the LSMOH, for contract award nor shall it entitle the individual to make any claims whatever and seek indemnity from LSMOH by virtue of having responded to this advertisement.
Late and/or incomplete submissions will not be considered.
All costs incurred by the individual as a result of this process and any subsequent requests for information shall be borne by the individual. This would include any costs incurred during functional demonstrations and subsequent meetings and negotiations.
LSMOH has a zero tolerance to fraud and all actual or suspected instances of fraud may be fully investigated. Fraud or fraud related activities include (but not limited to); kickbacks and corrupt payments (bribes), corrupt influence, collusion and manipulation by vendors/suppliers, billing fraud, and delivery fraud. To report fraud, please call 07069942698 or send an email to [email protected].
LSMOH reserves the right to eliminate a bidder in the site assessment stage due to reasons such as: failure to confirm the legal capacity to enter into a contract (e.g. no original certificate of incorporation; insolvency or subject to legal proceedings threatening the continued existence of the organization; debarment from participating in public procurement, etc.)
Individuals should take account of the expected submission time required and are responsible to ensure that proposals are received at LSMOH by the due date and time.
To ensure a healthy work environment, the LSMOH/GMU has a zero-tolerance to Sexual Exploitation, Abuse and Harassment of beneficiaries, implementers, suppliers, and staff. Protection from Sexual Exploitation, Abuse and Harassment (PSEAH) is everyone’s responsibility, and all staff are required to always adhere to the Code of Conduct, which enshrines the principles of PSEAH. Cases of Sexual Exploitation, Abuse and Harassment, can be reported to lagosstatewapa.org or through the whistle-blower line 07069942698.

Note

Requests for clarification should be received by the GMU: Not later than 5 days prior to the deadline for submission, via the details below
Electronic mail addresses: [email protected], while copying the following mail addresses. [email protected], [email protected] and [email protected].

Curriculum Vitae (CV) for Proposed Professional Staff

1.Proposed Position [only one candidate shall be nominated for each position]:

2.Name of Firm [Insert name of firm proposing the staff]:

3.Name of Staff [Insert full name]:

4.Date of Birth: Nationality:

5.Education [Indicate college/university and other specialized education of staff member, giving names of institutions, degrees obtained, and dates of obtainment]:

6.Membership of Professional Associations:

7.Other Training [Indicate significant training since degrees under 5 – Education were obtained]:

8.Countries of Work Experience: [List countries where staff has worked in the last ten years]:

9.Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading, and writing]:

10.Employment Record[Starting with present position, list in reverse order every employment held by staff member since graduation, giving for each employment (see format here below): dates of employment, name of employing organization, positions held.]:

From [Year]: To [Year]:

Employer:

Positions held:

11.Detailed Tasks Assigned[List all tasks to be performed under this assignment]

12.Work Undertaken that Best Illustrates Capability to Handle the Tasks Assigned[Among the assignments in which the staff has been involved, indicate the following information for those assignments that best illustrate staff capability to handle the tasks listed in the terms of reference]Name of assignment or project:Year:Location:MDA:Main project features:Positions held:Activities performed:

13.Certification:

I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes myself, my qualifications, and my experience. I understand that any wilful misstatement described herein may lead to my disqualification or dismissal, if engaged.

Date:

[Signature of staff member or authorized representative of the staff] Day/Month/Year

Full name of authorized representative:

Description of Approach, Methodology and Work Plan for Performing the Assignment
Technical approach, methodology and work plan are key components of the Technical Proposal. You are suggested to present your Technical Proposal (inclusive of charts and diagrams) divided into the following three chapters:

Technical Approach and Methodology,
Work Plan, and
Organization and Staffing,

a) Technical Approach and Methodology.In this chapter you should explain your understanding of the objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining the expected output, and the degree of detail of such output. You should highlight the problems being addressed and their importance and explain the technical approach you would adopt to address them. You should also explain the methodologies you propose to adopt and highlight the compatibility of those methodologies with the proposed approach.

b) Work Plan.In this chapter you should propose the main activities of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the MDA), and delivery dates of the reports. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into a feasible working plan. A list of the final documents, including reports, drawings, and tables to be delivered as final output, should be included here. The work plan should be consistent with the Work Schedule.

c) Organization and Staffing.In this chapter you should propose the structure and composition of your team. You should list the main disciplines of the assignment, the key expert responsible, and proposed technical and support staff.

Financial Proposal Submission Form

[Location, Date]

To: [Name and address of MDA]

Dear Sir

I, the undersigned, offer to provide the consulting services for [Insert title of assignment] in accordance with your Request for Proposal dated [Insert Date] and my Technical Proposal. my attached Financial Proposal is for the sum of [Insert amount(s) in words and figures1]. This amount is exclusive of the local taxes, which shall be identified during negotiations and shall be added to the above amount.

My Financial Proposal shall be binding upon me subject to the modifications resulting from Contract negotiations, up to expiration of the validity period of the Proposal.

Commissions and gratuities paid or to be paid by me to agents relating to this Proposal and Contract execution, if I am awarded the Contract, are listed below:

Name and Address Amount and Purpose of Commission of Agents Currency or Gratuity

I understand you are not bound to accept any Proposal you receive.

I remain,

Yours sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:

Address: