Terms of Reference: Setting up an Integrated Financial Management system with Human Resource Systems for the Ministry of Health Jubaland Consultancy

About Trócaire

Trócaire is the official overseas development agency of the Catholic Church in Ireland. Trócaire was established to express the concern of the Irish Catholic Church for any form of human need, but particularly for the needs and problems of communities in the Global South. With our partners we work with some of the world’s poorest people, supporting women, men and communities for long-term change. In Ireland, we raise awareness about the causes of poverty through our outreach programmes in the education sector, through parish networks, and through our public campaigns and advocacy work.

Trócaire Somalia is a lead partner of the MoH Jubaland and has been supporting health service delivery in Gedo Region of Somalia for the past 27 years. Trócaire is presently running 31 facilities (4 hospitals, 6 health centres, 7 outreach clinics, 3 TB centres, and 11 Primary Health Units) in 5 districts with more than 19,000 patients accessing its health services each month. System strengthening and support to partners – CSOs and Governments alike, is part of Trócaire’s DNA. Since 2015, Trócaire has been coordinating closely with the Ministry of Health, both at the Federal Government of Somalia and Jubaland State, on the implementation of a phased plan that seeks to establish well-defined structures to provide direct oversight to health service delivery. The plan, which forms part of the sustainability strategy for Trócaire’s programming in the region, is built on the back of a decade-long partnership with community-based governance structures (District Health Boards) to provide an Essential Package of Health Services (EPHS) services in the Gedo Region.

More information about Trócaire is available at www.trocaire.org.

Context of Work

The Ministry of Health (MoH) Jubaland, with the help of health partners, provides joint health services to the population of Jubaland. Partners are implementing an Essential Package for Health Services (EPHS) Framework that is aimed at guiding all the essential health and nutrition programmes planned and delivered across the country by both humanitarian and development partners under the leadership of the Ministry of Health. The jointly supported projects aim to improve access to quality health services. Currently, 140 health facilities in the state of Jubaland are registered in the District Health Information System (DHIS) 2; an online platform used by the Ministry of Health to gather all statistics on the delivery of health services.

In preparation for the Health Sector Strategic Plan (HSSP) III (2022-2026), the MoH Jubaland is planning to digitize the financial, procurement and Human Resources (HR) systems due to the increased number of staff and projects being supported. The MoH is currently grappling with financial management and personnel management of the over 561 staff supported through the Save the Children CHASP project (308), Female community Health workers (107) via World bank support, IOM (62), World Vision (56), Trócaire (317 including RHO and DHO teams) and MSF (72). The system will help to combine several functions run by the MoH which include financial management, storing employee data, managing payrolls, leave management recruitment processes among others.

The MoH team, led by the Minister for Health, visited the Puntland Ministry of Health in July 2021 for benchmarking. One of the key lessons learned from the Puntland MoH is the digitization and use of integrated finance, procurement, and HR systems. The system is an Oracle-based Enterprise Resource Planning (ERP) and is also used by the Federal Ministry of Finance. It focuses on improving accountability and transparency. It is also central to Jubaland’s public finance management systems for budget formulation and execution, public procurement, financial reporting, and HR management. IFMS has played a key role in the prudent and transparent use of public resources by enhancing the government’s visibility of financial transactions. The continuous request from the partners to share the soft copies of the financial and HR documents for spot checks and audits due to the covid 19 regulations and restrictions has necessitated the move that the ministry of undertaking.

Scope of the Work

The consultant will design, install and activate a tailor-made Integrated Financial Management System (IFMS) commensurate with the size and scope of the financial management, accounting, asset management, procurement, and in line with the human resources management systems. The system is aimed at strengthening the health service provision to be more efficient, while enhancing transparency and accountability; thereby building trust, confidence, and credibility within the ministry and with the partner organizations. This will also improve the institution’s memory and ability to manage allocated resources with prudence.

Proposed Methodology

The following is an initial proposed methodology; however, Trócaire assumes that the consultant will recommend modifications based on their expertise and experience. The consultancy will be based in the Jubaland state capital – Kismayu or as maybe directed by the MOH focal person from time to time.

• Conduct software requirement analysis to define detailed IFMS requirements in transaction recording, account categories, chart of accounts, financial reporting, information flow, types of reporting contents and formats, access controls, integration of human resources management and public procurement function to the financial system, among others.

• Review existing financial, human resources management and procurement systems and practices.

• Design and install a customized IFMS software (Web based) package tailored to the Ministry of Health needs.

• Test the functionality of the accounting software developed to make sure that the software is operational.

• Provide on-the-job training for Finance and Administration, Human Resources and Procurement personnel, and the systems/database administrator on the operation, maintenance and use of IFMIS.

• Select a system that has adequate internal control features to ensure posted transactions are not deleted and that the system has a controlled access and is password protected; self-diagnostic checks to ensure system’s integrity; data backup and system maintenance procedures.

• Select a system that has adequate features to produce various periodic and timely reports to management and other stakeholders on financial performance.

• Provide back-end support for one (1) year from the time of set up to accompany the systems administrators and provide trouble-shooting support.

Timeline

The consultancy will take place from December 2021 to March 2022. The duration of the consultancy is expected to be 50 working days spread over the 3-month period. The consultant will be jointly supervised by Trócaire’s Deputy Country Director (Head of Programme) and DG MoH Jubaland.

Final Product

• Developed and designed, installed, tested and fully functional customized IFMS system.

• On-the-job training for administrative and financial, HR and procurement staff.

• Final report summarizing the outcomes of the consultancy with recommendations on future incremental developments (as necessary) to upgrade the software.

• The original IFMS software package installed on at least four (4) Desktop Computers and a complete set of software back up provided.

• Support services and maintenance provided for one year after installation the system.

• Software Training Manual in both electronic/soft and hardcopy submitted.

Experience/Skills:

• 5 – 8 years of experience in System and Data Architecture and Systems Integration, Database Administration, and monitoring.

• Good knowledge of processes that support Oracle ERP application. Cloud experience preferable.

• Experience in development and design of complex systems including data modelling.

• Relevant experience working in similar roles across industry sectors.

• Ability to translate technical information to non-technical individuals is essential.