Quality Assurance Consultant

Job Description

Chemonics uses the services of an external consultant to update the quality assurance manual and CAMEG standard operating procedures as part of its support to the Ministry of Health. The general objective of the mission is to update the various documents contained in the quality assurance manual and standard operating procedures of CAMEG-TOGO in accordance with the MQAS and the ISO 9001 standard. This position will be based in Lomé, Togo. We’re looking for people who have a passion for improving the lives of people around the world.

Context and rationale:

• The 2016-2020 strategic plan of CAMEG-TOGO, validated in December 2015 by the board of directors, retained, among the strategic orientations, the improvement of governance and the economic and financial viability of the institution through, among other things, the establishment of a Quality Management System (QMS) according to ISO standards. In this context, the plant benefited from the support of various partners for the definition and implementation of roadmaps for the improvement of operation and compliance of the quality assurance system in accordance with the recommendations of WHO published in the WHO quality assurance system model (MQAS) and for ISO 9001 certification. To date, despite progress, many quality documents still need to be reread, updated or written. The need to take into account for this exercise the results of the institutional, organizational and functional audit being implemented over the same period should also be emphasized.

Specific objectives :

The specific objectives of this mission are:

• Take stock of existing documentation and current practices,
• Take inventory of obsolete procedures to delete, update and new ones to write,
• Proceed to update existing documentation in compliance with enforceable regulations in force,
• Write new standard operating procedures,
• Organize user support in a change management approach.

• The CAMEG-TOGO quality assurance manual that will be developed will aim to define the standards (principles) relating, among others, to:
• Pre-selection of suppliers,
• The purchase of medicines and other health products,
• Receipt and storage of purchased products,
• The distribution of medicines and other health products,
• Evaluation and re-evaluation of suppliers,
• Each step cited above must always include the quality assurance component in accordance with the MQAS standard.

Expected results :

• Make available an up-to-date and comprehensive quality assurance manual and standard operating procedures and,
• Implement a user support program in a change management approach.

Methodology :

• The activity will be carried out with the support of a national or international consultant recruited for this purpose. He will carry out his mission in compliance with the rules of ethics and according to the framework described below. He will work in close collaboration with the technical management of CAMEG-TOGO and other partners involved in the project.
• This mission will take place according to the following stages:

• Proposal of a roadmap by the selected consultant,
• Appreciation and validation of the roadmap by CAMEG-TOGO,
• Establishment of the inventory of available quality documentation. This inventory will consist of:
  • Review and evaluation of documents related to the management of supplies of medicines and other health products,
  • Review and evaluation of documents relating to the management of stocks of medicines and other health products,
  • Review and evaluation of the distribution system for medicines and other health products,
  • Documentary review of the quality assurance system and assessment of the relevance and adequacy of existing procedures,
  • Collection of information and practices in force with a view to determining whether or not we adhere to the requirements of the modules of the MQAS repository,
• General description of CAMEG-TOGO and the tasks carried out,
• Description of the standardized operating procedures falling within the framework of the CAMEG-TOGO quality assurance manual: this part will be as detailed as possible and must make it possible to identify the tasks of the different actors in order to ensure effective coordination,
• Development of quality assurance manual drafts and standard operating procedures,
• Organization of a popularization and proofreading workshop of quality assurance manual drafts and standard operating procedures,
• Integration by consultants of the amendments from the popularization and proofreading workshop,
• Organization of a validation workshop of the new quality assurance manual and standard operating procedures,
• Development and implementation of a user support program over a minimum period of 2 months.

• The activity will take place in person and remotely in the form of a documentary review, interviews, working sessions and a validation workshop.
• For the purposes of appropriate monitoring of the progress of the consultant’s mission, CAMEG-TOGO will set up a monitoring committee, which will play the role of interface between General Management and the Consultant.

Qualifications of the consultant:

• The mission will be carried out by a research firm with a team composed of at least three (03) following profiles:

• An Expert with BAC + 5 level in Quality Management or equivalent and with at least fifteen (15) years of experience in the establishment and deployment of a quality management system (QMS),
• A specialist in the supply chain and/or wholesale distribution of perishable goods, with at least ten (10) years of professional experience in systems analysis, development and analysis of business processes, management warehouses, information systems or any other area related to the supply chain; being specialized in the health product supply chain will be an asset,
• A specialist in the supply chain and/or distribution of health products with at least ten (10) years of professional experience in managing the prequalification of product/supplier pairs and purchasing according to the MQAS.

• Consultant skills:

• Strong communication skills,
• Excellent analytical, synthesis and writing skills,
• Ability to work in a team but also independently with a minimum of supervision,
• Ability to lead change.
• The firm must have carried out at least two similar missions over the last six (06) years. A similar mission in an essential medicines purchasing center will be considered an asset.

ANNEX: Structure of the quality assurance manual and standard operating procedures

Section A: Quality Manual – The quality manual must include at least the following elements:

1. A quality policy statement;
2. the structure of CAMEG-TOGO (organization chart);
3. Roles and responsibilities in relation to operational activities;
4. A presentation of the documentary system;
5. General quality management procedures at the internal level;
6. References to specific procedures, conflict of interest and code of conduct;
7. Information on the appropriate qualifications, experience and skills of staff;
8. Information on initial and continuing training of staff;
9. An internal and external audit policy;
10. A policy for the implementation and verification of corrective and preventive actions;
11. A policy for handling complaints;
12. A policy relating to quality management system reviews;
13. A policy for handling out-of-specification results (RHS);
14. A selection policy for service providers and suppliers referring to prequalification;
15. A policy relating to the storage and distribution of products.

1. Section B: Standard Operating Procedures
2. Prequalification of suppliers;
3. Purchase of health products;
4. Stock management and inventory control;
5. Monitoring of storage conditions;
6. Handling of product samples;
7. Distribution of health products;
8. Complaint management;
9. Management of batch recalls;
10. Self-inspection;
11. Monitoring supplier performance;
12. Document control;
13. Retention of product documentation;

Instructions for applying:

Please submit a cover letter, curriculum vitae (max. 3-4 pages highlighting work experience and qualifications relevant to this consultancy), and full contact details for at least two references from recent clients. Please send your application in French in an email to Consultant for the update of the CAMEG-TOGO quality assurance manual – in the subject line francophoneTOTogoRecruit@chemonics.com before 5 p.m. GMT on Monday January 22, 2024 . No telephone requests will be accepted. Chemonics will contact finalists. This recruitment is subject to the availability of funds.

Chemonics is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization or other factors not linked to merit.

Chemonics values ​​the protection of your personal data. If you are in the European Union, please read our EU Recruitment Data Privacy Notice to learn how we process personal data. You can access the notice via the following link: https://chemonics.com/eu-recruiting-data-privacy-notice/ .

About the Organization

Founded in 1975, Chemonics is an international development consulting firm. In more than 70 countries around the globe, our network of 5,000 specialists share a simple belief: that the challenges we face today are best solved through the right partnerships — sharing knowledge, expertise, and experience to deliver results. As part of our culture and values, Chemonics is proud to be named a “Best Place to Work” in the Human Rights campaign Foundation’s 2021 Corporate Equality Index. Where Chemonics works, development works. Follow us on Facebook and Twitter or visit us at www.chemonics.com.