IMA World Health
  • Democratic Republic of Congo
  • Kinshasa, COD
  • Consultancy
  • Consultants

Consultant Scope of Work for IMA Project Supply Chain Management

 Reports to: IMA HQ and DRC Country Director

 Objective:  Develop recommendations to IMA to improve tracking and periodic inventory of project assets from procurement to final destination, sometimes in remote locations.

 Phase 1: Home based                                                                                                                                    2 days

  1. Review IMA documentation, including Procurement manual, recent procurements.
  2. Finalize list of required meetings in DRC

 Phase 2: At IMA HQ, Washington DC                                                                                                      2 days

  1. Review procurement manual, procurement workflow, controls, documentation, and software tools (applicability and use).
  2. Review procurement correspondence with field program with particular emphasis on procurements that went smoothly and those that went terribly awry.
  3. Meet with HQ procurement personnel to discover bottlenecks, frustrations, issues with procurement requests from the field or with procurements made in the DRC..
  4. Meet with HQ finance personnel to learn of issues with procurement accounting.
  5. Review HQ handling of third party procurement and shipping.
  6. Discuss order consolidation and expedition procedures at Brethren Service Center.
  7. Review all methods of expedition (documentation, controls, insurance, risks)
  • Air freight, ocean freight, accompanied baggage
  1. Identify ASSP program data required by DC office (Procurement, Finance) for analyses, to plan procurements, and to include in reports; identify possible mechanisms for relaying data; discuss possible schedule.

 Phase 3: DRC, Kinshasa and Equateur.                                                                                  16 days

Phase 3a: Kinshasa

  1. Review procurement workflow, procedures, documentation, software tools currently in use in ASSP program (applicability and use) from DRC field office experience
  2. Meet with DRC procurement personnel to discover bottlenecks, frustrations, issues with procurement (both local procurements and procurements made thru HQ)
  3. Meet with DRC Procurement/logistics to identify data needs from DC office for analyses, to plan distributions and work, and to include in reports; identify possible mechanisms for relaying data; discuss possible schedule.
  4. Meet with DRC ASSP department heads (Medical, Construction) to discuss quarterly procurement planning. Discuss how workplan data can inform HQ procurement planning
  5. Meet with DRC procurement personnel to review asset controls and project inventory.
  6. Meet with DRC finance personnel to learn of issues with procurement accounting.
  7. Review documentation, controls and procedures used at IMA Kinshasa warehouses.
  8. Review documentation, controls and procedures (as applicable) used for tracking shipments. Identify existing data tools that can be leveraged for IMA/ASSP reports:
    • Receiving at port of entry and creating confirmation of receipts (GRN) for payment documentation purposes. 
    • Air freight
    • Overland
    • River
    • Accompanied baggage
  9. Review documentation, procedures, and controls of recipient IPs (two) and CDRs
  • Receiving procedures
  • Use of consumption data to inform order quantities (rational distribution) to health zones, record keeping of those deliveries, mechanisms to report back.
  • Use of consumption data to inform order quantities (rational distribution) from health zones to health facilities, record keeping of the same, mechanisms to report back
  • Flow of inventory information and updating on equipment status back to IMA DRC
  • Review of system for documenting expedition and reception of drugs between CDRs and health zones, including one sub-depot, and between health zones and health centers.
  • Review ASSP SOPs for relocating stock between project sites
  1. Review documentation, procedures, and controls of IMA WASH and Construction teams in the interior of DRC, including flow of inventory information back to IMA DRC.
  2. Conduct de-brief for IMA before leaving Kinshasa.

 Phase 3b: Equateur.                                                                                                                                       (6 days)

  1. Meet local IP. Review procurement workflow, procedures, documentation, software tools currently in use in ASSP program.  Discuss required info flow and information challenges.
  2. Visit CDR. Discuss inventory management, data management, data sharing with IP, MoH and IMA; review documentation, procedures, and controls.   Discuss communication mechanisms with KIN and with health facilities, challenges and successes.  Discuss tracking excess stock/stock expiration dates; discuss stock relocation.
  3. Visit at least two health zones. Visit two health facilities per health zone.  Review inventory control procedures, reporting, reporting.  Discuss information needs, challenges.  Discuss communication needs, reporting mechanisms.

 Phase 4: Analysis, research and report writing.  Home based.                                   8 days

  1. Analyze data, summarize collected information. Collaborate with DC & KIN to clarify outstanding questions.
  2. Research software tools that can provide additional visibility into ASSP supply chain and supply chain management
  3. Draft report with recommendations to enhance IMA/ASSP procurement and supply management.
  4. Revise report to include IMA comments.
  5. Debrief IMA HQ by Skype/phone

 Deliverable: Analysis of IMA/ASSP supply chain:

  • Recommendations to streamline and enhance IMA procurement and supply chain management.
  • Recommendations on actions aiming to increase controls, minimize loss, and facilitate inventory tracking to the final destination.
  • Recommendation for inventory control software that can support the IMA/ASSP project

  About IMA:

Our mission is to advance health and healing to vulnerable and marginalized people the world over. IMA World Health, a specialist in providing essential healthcare services and medical supplies around the world, is a nonprofit, faith-based organization working to restore health, hope and dignity to those most in need. We work primarily in the developing world, where an estimated 30 to 70 percent of health care is provided by faith-based organizations. IMA is an international health organization that is widely recognized for its effective and careful use of resources.

IMA World Health
  • Apply Now

  • * Fields Are Required

    What is your full name?

    How can we contact you?

    By clicking the button above, I agree to ApplicantPro's Applicant Information Use Policy.

  • Sign Up For Job Alerts!

  • Share this Page
  • Facebook Twitter LinkedIn Email
.

Image Map

Home About Us What We Do Where We Work Get Involved Blog Donate Now