Lighthouse Functional and Terms and Conditions of Service review

LightHouse Trust

TERMS OF REFERENCE FOR LIGHTHOUSE FUNCTIONAL REVIEW AND REVISION OF TERMS AND CONDITIONS OF SERVICE FOR THE LIGHTHOUSE TRUST 

1. BACKGROUND

The Lighthouse is a registered public Trust that exists to contribute to Malawi’s national response to HIV as a model in providing a continuum of high-quality integrated HIV care and building capacity in the health sector. It manages Centres of Excellence (CoEs) strategically positioned in all tertiary hospitals in Malawi and 9 prototype health facilities with support from the United States of America President’s Plan for AIDS Relief (PEPFAR) through a Cooperative Agreement with Centres for Disease Control and Prevention (CDC) through Grant #1NU2GGH002495.

The expected outputs of the program are as follows:

  • Goal 1: Service delivery: to enhance high-quality, integrated HIV prevention, treatment, care and support services for adults and children
  • Goal 2: Model interventions and operations research: to develop, pilot, evaluate, and disseminate innovative programs and policies across the continuum of prevention, treatment, care and support for HIV infection and its co-morbidities, both infectious and non-infectious.
  • Goal 4: Capacity strengthening: to build and strengthen healthcare capacity for high quality HIV prevention, treatment, care, and support services.

The dynamics of the national response to HIV and AIDS in Malawi have changed tremendously over the past years and Lighthouse has grown tremendously within the past few years with an increase in staffing level and changes in programming focus.

In view of these changes, Lighthouse would like to engage the services of a consultant

  1. To perform a comprehensive functional review within the current context of the Malawian health sector response to HIV towards sustainability of the institution and with a resultant goal of achieving efficiency and effectiveness. The functional review should also aim at retaining highly competent and efficient staff who can contribute to the provision of high-quality services towards achieving the Lighthouse key output within the confines of the available resources. The survey will include an assessment of the organizational structure of the main Lighthouse functional arms in Service Delivery including Finance, Administration, Monitoring & Evaluation and Medical directorates.
  2. Following the functional review, the consultant will also review the Lighthouse Terms and Conditions of Service within the current context of the Malawi Labor Laws and the standard best human resources management practices.

3. GOAL

To provide Lighthouse Trustees and Management with a comprehensive review of Lighthouse’s organizational structure and Terms and Conditions of Service for the Lighthouse staff.

The functional review aims to review core functions of the Lighthouse Trust in order to reposition it to deal effectively with the current HIV and AIDS policy framework, Legislation and environment in which it is operating. The review also aims at ensuring that the Lighthouse Trust has an appropriate organizational structure and staffing capacities to deliver its mandate effectively and efficiently.

The functional review is therefore expected to address the following key questions among others:

  1. How well aligned is the Lighthouse Trust structure to its Vision, Mission and Objectives?
  2. Is the structure functionally responding to Lighthouse Trust mandate and objectives?
  3. How should the Lighthouse Trust be structured and organized to coordinate an effective HIV and AIDS response?
  4. What structure would be most appropriate to enhancing Lighthouse role in the present and future?
  5. Is the structure functionally responding to achieving Lighthouse Trust’s mandate and objectives?

The aim is to ultimately   come up with an organizational structure that is responsive and sustainable and will contribute to achieving strategic, operational, and tactical efficiency and effectiveness.

The exercise also aims to review the Lighthouse’s current Terms and Conditions of Service and provide a thorough and comprehensive document to ensure strict compliance with the Malawi Labour Laws, Malawi Public Service Regulations, grant agreement with Center for Disease Control (CDC) and current market trends.

4. SCOPE OF ASSIGNMENT

The consultant is specifically expected to

  1. Review the Lighthouse’s organizational structure
  2. Propose a new organizational structure with appropriate justifications for the proposed structure.
  3. If so, required by Lighthouse, the consultant may play a role in the operationalizing of the proposed organizational structure.
  4. Analyze the current Lighthouse’s Terms and Conditions of Service and provide a status report
  5. Revise the current Terms and conditions of service in keeping with prevailing legal provisions, other guiding national frameworks and standard/best practices in line with the new structure.
  6. Present the status report to Lighthouse staff to generate clear understanding of the current legislation and other standard provisions and areas requiring improvement.
  7. Review Lighthouse contracts to ensure they are aligned to current legislation and the revised conditions of service
  8. Draft a Code of Ethics to be included in the Terms and Conditions of Service.
  9. Present revised documents and report to Lighthouse Trustees.

 5. DELIVERABLES

The following deliverables are expected from the consultant:

  1. Inception report on the approach and methodology to be used.
  2. Pre – liminary report on the findings of the review process.
  3. Draft proposed new Lighthouse Trust structure complete with proposed establishment.
  4. Final proposed new Lighthouse Trust structure with establishment with proper justification for any of the proposed changes to the current Lighthouse structure.
  5. A status report detailing what provisions in the conditions of service need revision as well as recommendations for improvement.
  6. Acceptable draft revised / new Lighthouse Terms and Conditions of Service.
  7. Final manual of the new Lighthouse Terms and Conditions of Service

6. REPORTING

The consultant will report to the Lighthouse Executive Director. The Director of Administration will be responsible for the day-to-day management of the process. The Lighthouse Board of Trustees will ultimately be responsible for acceptance of the final product.

7. QUALIFICATIONS/EXPERIENCE/SKILLS REQUIRED FOR THE CONSULTANT

  1. The team leader should have at least a master’s degree in business administration, Human Resources Management, Public Administration Organizational Development, Public Health, Social Sciences, or any related field with more than 5 years of relevant work experience.
  2. Possession of a Law degree (commercial or general) will be an added advantage.
  3. At least 10 years of work experience in the field of human resources management.
  4. Experience in conducting similar reviews for not less than three organizations in the past five years with traceable referees and documentary evidence.
  5. Ability to render consulting services in the most professional, effective, and efficient manner.
  6. Excellent knowledge of how health services institutions operate.
  7. Records of successful previous similar assignments for similar organizations.
  • Excellent writing and presentation skills (all required reports shall be written in English).

8. SUBMISSION

Interested consultants must provide information indicating that they are qualified to perform the services as indicated above.

9. PROPOSAL SUBMISSION DEADLINE

The deadline for receipt of your proposal (with clear timelines) submission is 12th December 2024 at 4:00 PM Clearly marked “Lighthouse Functional and Terms and Conditions of Service review”documents should be delivered to the Lighthouse KCH premises in a Tender box.  No proposals received after this date will be considered.  All proposal submissions will be responded to once a decision has been made.

The bidding documents should be addressed to:

The Chairman, Internal Procurement Committee (IPC), Lighthouse Trust,

Physical Address: Area 33, Kamuzu Central Hospital Campus,

City:               Lilongwe,

Country:        Malawi.

Postal Box:    Box 106, Lilongwe