ANNEX A

TERMS OF REFERENCE

BUSINESS OPERATIONS ASSISTANT II - INDIVIDUAL CONSULTANT

HEALTH SERVICES SUPPORT PROGRAMME

MINISTRY OF HEALTH LOAN NO. TT-L1039

1. BACKGROUND
The Government of the Republic of Trinidad and Tobago (GORTT) and the Inter-American Development
Bank (IDB) entered into a loan agreement for the TT-L1039 – Health Services Support Programme (HSSP)
for a period of five years August 12, 2016 to August 11, 2021 with an extension to August 2023 and a
second extension to August 2024.

The Health Services Support Program (HSSP TT-L1039) aim to prevent and control non-communicable
diseases among adults and prevent and control risk factors among primary and secondary school
students by strengthening the delivery of integrated primary care services; implementing behaviour
change programs and policies; ensuring Human Resources for Health (HRH); and enhancing Health
Facilities Investment Management.

The Program comprises the following four components:

● Component 1- Implementation of NCD Prevention and Control Plan: The objective is to reduce
the morbidity and mortality from NCDs by increasing screening early identification and
treatment of NCD risk factors, as set out in the NCD Prevention and Control Plan.
● Component 2 – Execution of the Human Resources for Health Plan

● Component 3 – Implementation of an e-Health Information Management System (e-HIMS)

● Component 4 – Strengthening of Health Facilities Investment Management

This consultancy is concerned with Component 1 of the loan program; activity/ WBS 1.17- Non-
Communicable Diseases Unit Staffed and seeks an individual consultant to fulfil the role of Business
Operations Assistant II in the Non-Communicable Diseases Unit to strengthen capacity of the Non-
Communicable Diseases Unit.
OBJECTIVES

2.1 General Objective

The Consultancy is to provide efficient and effective assistance to overall project management,
administrative and logistic support for the Non-Communicable Diseases Unit and in particular the
Director to achieve project mandate.

1.2 Specific Objectives

The Consultancy is expected to perform project administrative, coordination and logistical duties in
support of the technical programme and to the Director, NCDs Unit (NCDU) or designate.

2. SCOPE OF SERVICES, TASKS AND EXPECTED DELIVERABLES

The Business Operations Assistant II will be required to provide the following services:

1. Act as the unit’s point of contact for internal and external stakeholders
2. Receive and screen incoming calls and visitors, determining priority matters and notifying
team members accordingly;
- Manage the Director’s calendar by providing real-time scheduling support to
prevent conflicts
3. Responsible for development and maintenance of the project library both paper based and
electronic information platforms:
- review, screen and record incoming correspondence, making preliminary
assessment of importance and routing to responsible team member for action
- develop and maintain a manual and electronic system for managing incoming and
outgoing communication
- maintain and keep current the manual and electronic filing system organising and
filing all correspondence and project documentation both manually and
electronically
- provide photocopying, printing, scanning, faxing, binding and other office assistance
support.
4. Prepare and assist in the preparation of project documentation memoranda, letters,
reports, tables and spreadsheets etc. utilising word processing and other software;
5. Assist the Director, NCDU or designate to monitor project activities and undertake follow-up
on deliverables with stakeholders
6. Assist in the organization and preparation for technical meetings, including gathering
documents and attending to logistics of meetings
- Schedule and coordinate logistical arrangements for meetings, conferences, training
and workshops
- source and reserve facilities in collaboration with relevant personnel
 - prepare and disseminate invitations/ notices, agenda and other required
documentation
- take minutes/notes and disseminate as advised
- assist the Director, NCDU or designate to follow up the implementation of actions
and decisions taken as required.
7. Support efforts to increase operational efficiency through innovation, process improvement
and the use of analytics to inform decision-making process.
8. Participate in, support and contribute to meeting discussions and actions.
9. Perform other related duties as assigned

Mandatory Compliance
 Eligibility: as per Policies for the Selection and Contracting of Consultants Financed by
 IDB-GN-2350-15 May 2019: Section I. Clause 1.13 Eligibility. Information on Eligible
 Countries is at Annex 3.
 No Conflict of Interest: as per Policies for the Selection and Contracting of Consultants
 Financed by IDB-GN-2350-15 May 2019: Section I Clause 1.11 Conflict of Interest Not Sanctioned
by the Bank: IDB’s Group List of sanctioned firms and individuals –
 https://www.iadb.org/en/topics/transparency/integrity-at-the-idb-group/sanctioned-
 firms-and-individuals%2C1293.html

4. CHARACTERISTICS OF THE CONSULTANCY

4.1 Type of Consultancy: Individual Consultant
4.2 Duration: Six (6) months
4.3 Place of Work: Ministry of Health, Non-Communicable Diseases Unit,
4.4 Language: English (FLUENT)

4.6 Qualifications, Experience, Skills and Areas of Expertise:

4.6.1 Academic Qualification
4.6.1.1 Diploma Training or Certification in Office Administration
4.6.1.2 Diploma or Certification in a Management related
Programme such as Marketing, Public Relations and Human
Resource will be an asset.
4.6.1.3 Bachelor’s degree in Business/ Management or
Administration will be an asset
4.6.2 Required Experience
4.6.2.1 At least three (3) years’ experience as an administrative
assistant or Office Manager/Coordinator or Office
Administrator performing secretarial/administrative/ office
operations/ office management duties.
4.6.2.2 Minimum three (3) years’ experience working in a project
environment
 4.6.3 IT Knowledge and Skills
4.6.3.1 Competent in the use of MS Office - MS Word, MS Excel, MS
PowerPoint, MS Teams etc.

5. REPORTING REQUIREMENTS AND TIME SCHEDULE FOR DELIVERABLES

No. Reports/Deliverables Time Schedule

1. Inception Report/ Work Plan Four (4) Weeks

2. Satisfactory Monthly Reports During the last week of each month

3. Final Report One (1) week before the end of the Contract

The Business Operations Assistant II will be required to submit monthly reports.

Templates for technical reports will be agreed with and submitted to the Director, NCDs Unit.

Invoices using the provided template are to be completed at the end of every month, submitted to the
Director, Non-Communicable Diseases Unit, Health Services Support Programme, Project
Implementation Unit, Ministry of Health and must include copies of Monthly Report and Deliverable
Acceptance Form signed by the Director, Non-Communicable Diseases Unit.

5.1 Deliverables
Reports

Inception report: Inception Report and Work Plan within four (4) weeks of the contract to be agreed
jointly between the Business Operations Assistant II and the NCDs Unit Director. This report/ work plan
(template provided) is required to outline the scope of services, methodology, and work schedule and
planning for deliverables/reports.

Monthly Progress Reports: a monthly report on the achievements / progress made in relation to the
work plan. Monthly status reports on the project to be submitted during the last week but by the last
working day of each month. Provide reports on the outcome of meeting/ site visits within two (2) days
clearly highlighting issues/concerns. Monthly status reports on the project to be submitted by the last
working day of each month, detailing activities and the progress of work completed. The reports should
include any current or foreseeable project issues/ matters to be resolved, suggestions, recommended
actions for each project. Unresolved items should be highlighted. Monthly reports must also include the
technical deliverables associated with the reporting period.
Final Report detailing all activities undertaken during the assignment and lessons learnt with
recommendations for consideration re: maintaining the NCDs Unit’s Business Operations Assistant II
function for beyond the consultancy.

Each report must be in the format agreed upon with the NCDs Director and submitted at an agreed date
in print and electronic formats as an electronic file in PDF format.

All payments will be made upon submission and acceptance of Reports/Deliverables by the Director,
Non-Communicable Diseases Unit.

6. CLIENT INPUT AND COUNTERPART PERSONNEL

The Ministry of Health will provide the Business Operation Assistant II with the relevant
● Access to relevant information to complete tasks

● Access to personnel and required sites as appropriate

● Office accommodation and access to office equipment

7. COORDINATION

The Consultant will report directly to the Director, Non-Communicable Diseases Unit, Ministry of Health
or designate, as designated by the Permanent Secretary, Ministry of Health and work closely with
Members e.g. Project Coordinator, Finance, Procurement, Monitoring & Evaluation and Administration
in the execution of project coordination functions.

SELECTION CRITERIA

Evaluation Component Evaluation Criteria Maximum

Points

1. Academic 1.1 Diploma Training or Certification in Office 30

Qualifications Administration

1.2 Diploma or Certification in a Management 15

related Programme such as Marketing, Public
Relations and Human Resource will be an asset.
Evaluation Component Evaluation Criteria Maximum
Points

2. Required Skills 2.1 At least three (3) years’ experience as an 25

& Experience administrative assistant or Office
Manager/Coordinator/Administrator
performing secretarial/administrative/ office
operations/ office management duties.

2.2 Minimum 3 years’ experience working in a 15

project environment

3. IT Knowledge & 3.1 Competent in the use of MS Word, MS 15

Skills Excel, MS PowerPoint etc

TOTAL POINTS 100

ANNEX B CURRICULUM VITAE FORMAT

Name of Consultant Services

Name of Individual Consultant: [Insert full name]
Date of Birth: [day/month/year]
Nationality
Education: [List college/university or other specialized education, giving names of educational
institutions, dates attended, degree(s)/diploma(s) obtained]
________________________________________________________________________
________________________________________________________________________
Experience relevant to the Assignment: [Experience related to the services and tasks performed;
professional skills according to the assignment requirements, and knowledge of administrative systems
and government organisation within the country of the Client and Region. List previous positions
relevant to the Assignment starting with present position, list in reverse order, provide dates, name of
contracting organization, titles of positions held, types of activities performed that best illustrate
capability to handle the services/tasks and location of the assignment, and contact information of
previous clients who can be contacted for references. Past position that is not relevant to the assignment
does not need to be included.]
Period Contracting Country Summary of Key Activities performed relevant
organization and to the Assignment
Title/Position; Contact
Information for
References
[e.g., [e.g., Ministry of ……,
May advisor/consultant to…
2005- For references:
present] Tel…………/e-mail……;
Mr. Bbbbbb, Deputy
Minister]
Etc.
Membership in Professional Associations and Publications:

Language Skills (indicate only languages in which you can work):

Consultant contact information : [e-mail………………, phone……………]

Certification:
I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes
myself, my qualifications, experience, skills and knowledge and I am available to undertake the
assignment in case of an award. I understand that any misstatement or misrepresentation described
herein may lead to termination by the Client, and/or sanctions by the Bank.

Name of Consultant Signature Date[day/month/year]

Yes No
(i) This CV correctly describes my qualifications, experience, skills and knowledge
(ii) I am employed by the Executing or the Implementing Agency
(iii) I was part of the team who wrote the Terms of Reference for this consulting
services assignment
(iv) I am currently debarred by a multilateral development bank (If yes, identify who)

I confirm that I will be available to carry out the assignment for which my CV has been submitted in
accordance with the Scope of Services and Consultant’s Reporting Obligations set out in the Terms of
Reference.
Annex C: Eligible Countries

This section lists the Bank’s member countries, as well as the criteria to determine the nationality of
Consultants.
“Eligible countries are: Argentina, Austria, Bahamas, Barbados, Belgium, Belize, Bolivia, Brazil, Canada,
Colombia, Costa Rica, Chile, Croatia, Denmark, Dominican Republic, Ecuador, El Salvador, Finland,
France, Germany, Guatemala, Guyana, Haiti, Honduras, Israel, Italy, Jamaica, Japan, Mexico,
Netherlands, Nicaragua, Norway, Panama, Paraguay, People’s Republic of China, Peru, Portugal,
Republic of Korea, Slovenia, Spain, Suriname, Sweden, Switzerland, Trinidad & Tobago, United Kingdom,
and United States, Uruguay and Venezuela.
Eligible Territories are:
a) Guadeloupe, French Guiana, Martinique, Reunion – as Departments of France
b) U.S. Virgin Islands, Puerto Rico, Guam – as Territories of the USA
c) Aruba – as a constituent country of the Kingdom of the Netherlands; and
Bonaire, Curacao, Saint Marten, Saba, St Eustatius – as Departments of the
Kingdom of the Netherlands
d) Hong Kong – as a Special Administrative Region of the People’s Republic of
China”.

Nationality and origin of Goods and Services Criteria

The policy provisions make it necessary to establish criteria to determine a) the nationality of the firms
and individuals eligible to bid or participate in a bank-financed contract and b) the country of origin of
goods and services. For these determinations, the following criteria shall be used:
Nationality:
An individual is considered to be a national of a member country of the Bank if he or she meets either of
the following requirements:
i. is a citizen of a member country; or
ii has established his/her domicile in a member country as a “bona fide” resident and is legally
entitled to work in the country of domicile.