Terms of Reference for the Expansion of the Ministry of Health Southwest State of Somalia Human Resource (HR) System At Action Against Hunger USA

About Us.

Action Against Hunger (ACF), a humanitarian and development leader combating hunger, has served Somalia for three decades. Action Against Hunger provides lifesaving malnutrition treatment, creates innovative solutions to hunger, and partners with communities to foster resilience and lasting change. Our Multisectoral hunger prevention programs increase access to water, sanitation, and hygiene, strengthen health systems, improve livelihoods, and empower women. In Somalia, we have been on the frontlines of treating and preventing malnutrition for three decades. We respond to humanitarian crises, meeting the urgent humanitarian and development needs of the most vulnerable sections across the country in the three main sectors of health and nutrition, WASH and Food Security and Livelihoods.

Action Against Hunger has been operational in Somalia for more than 30 years, with operational presence in Banadir, Lower Shabelle, Bakool, Bay, and Nugaal regions with recent expansion to Hiraan, Middle Shabelle, Gedo, Lower Juba and Sool regions. In Somalia, we have been implementing both humanitarian and development programming through Integrated Health, Nutrition, WASH, Food Security, Livelihoods and Resilience projects. Through the years, we have garnered lessons through our interactions with stakeholders (including Communities), reinvented our approaches, brought on board innovative approaches to save lives, and left no one behind.

In 2023 Action Against Hunger reached 2.6 million people in Somalia in 28 (38%) of the districts in the country with lifesaving support.

Background

Action Against Hunger has been contracted by Federal Ministry of Health of Somalia to implement the Damal Caafimaad Project, delivering the essential health services package in Bakool and Bay regions of Southwest state of Somalia. Through the project, Action Against Hunger is supporting 11 hospitals, 65 health centres and 17 PHU, providing support for health services, technical support, capacity building, information management, resources and supplies. The Damal Caafimaad project is implemented with general objective of to improve the health status of people in target regions (Bakool and Bay) of Somalia through expanding access to high-impact health and nutrition services and strengthening the stewardship and systems of the government.

Action Against Hunger jointly with The Ministry of Health (MoH) of the Southwest State of Somalia is committed to strengthening the health system to improve service delivery across the region. A critical aspect of this effort is the enhancement of the Human Resources for Health (HRH) Management System To Ensure Efficient Workforce management, training, and development.

This Terms of Reference (TOR) outlines the requirements for expanding the existing HR system to include access for regional and district health management teams and training relevant staff at state, regional and district level on the use and adoption of the system.

Expanding the HR system of the Ministry of Health, Southwest State of Somalia to include regional and district health management teams will significantly enhance the management of the HRH workforce. This activity will ensure better recruitment process and outcomes, staff management, and overall HR efficiency, ultimately contributing to improved health service delivery in the region.

Consultancy Objectives:

General Objective

• To enhance the HRH management system by providing access to regional and district health management teams, improving workforce management, recruitment, staff management, and core HR functions.

Specific Objectives

1. System expansion to provide system access to regional and district health management teams.
2. Train relevant staff on the use and adoption of the HR system.
3. Streamline the recruitment process through the HR system.
4. Integrate documents and processes for recruitment, staff management, and core HR functions into the system.
5. Improve documentation and tracking of core HR functions.
6. Upload all existing HR documentation and files into the existing system.

Scope of Work

System Expansion

1. User Access and Permissions:

• Develop user access protocols for regional and district health management teams.
• Assign roles and permissions based on job functions and responsibilities.
• Integration and Customization:
  • Customize the HR system to meet the specific needs of regional and district health management.
  • Integrate the HR system with existing health management information systems (HMIS) for seamless data flow.

Training and Capacity Building

• Develop a training curriculum tailored to different user levels (e.g., administrators, regional managers, district managers).
• Conduct training sessions (both in-person and virtual) for relevant staff on the use and adoption of the HR system.
• Provide training materials, including user manuals and quick reference guides.
• Establish a helpdesk or support system for ongoing assistance.

Recruitment Management

• Integration of HR Documents and Processes:
  • Review and digitize key HR documents related to recruitment including job postings, application tracking, and candidate evaluation, staff management, and core HR functions.
  • Integrate these documents and workflows into the HR system.
  • Develop standard operating procedures (SOPs) for the use of the integrated HR system.
• Documentation and Compliance:
  • Ensure all recruitment-related documents are uploaded and maintained in the HR system.
  • Implement compliance checks and automated alerts for missing documentation.

Staff Management

• Employee Records:
  • Maintain comprehensive employee profiles, including personal details, qualifications, and employment history.
  • Track employee performance, appraisals, and promotions.
• Attendance and Leave Management:
  • Implement an attendance tracking system integrated with the HR system.
  • Manage leave requests and approvals digitally.

Core HR Functions

• Payroll Management:
  • Integrate payroll functionalities to automate salary calculations and disbursements.
  • Ensure accurate record-keeping of payroll data.
• Training and Development:
  • Track staff training needs and completed courses.
  • Schedule and manage training programs within the HR system.
• Reporting and Analytics:
  • Generate regular reports on HR metrics such as staffing levels, turnover rates, and training completion.
  • Use analytics to inform HR planning and decision-making.

Deliverables

• Expanded HR system with access for regional and district teams.
• Training modules and user manuals.
• Training sessions for relevant staff.
• Digitized recruitment process and tools.
• Integrated HR documents and workflows in the system.
• SOPs for HR system usage.
• Comprehensive employee records management system.
• Integrated payroll and attendance management system.
• Regular HR reports and analytics.

Duration of the Assignment.

The expansion activity is expected to be completed within two months from the commencement date, with the following key milestones:

Month 1:

• Requirement gathering and system customization.
• Development of training modules and user manuals.
• Implementation of user access and permissions.
• Initial training sessions for regional and district teams.

Month 2:

• Full deployment of the expanded HR system.
• Ongoing training and support.
• Final review and adjustments based on user feedback.

Skills, Qualifications and Experience

We are looking for a suitable firm with the following skill set and experience to support this assignment.

• Lead consultant with Master’s System Development, Human Resource Management, computer science, or related field with at least 5 years’ experience, or bachelor’s degree with at least seven years.
• Experience in the development of digital HR systems and solutions in fragile contexts.
• Demonstrated experience in HR digital solutions at the international level.
• Ability to lead system development to users’ satisfaction experience in training and capacity building of end users on the system.
• Ability to travel for extended periods of time in-country to support system roll out and expansion.
• Willingness to travel to Somalia (if out of the country) and work with Action Against Hunger team and Health facility staff.