Knowledge Management (KM) Consultant at the Lagos State Ministry of Health - Grant Management Unit)

The Lagos State Ministry of Health (LSMOH) is a Principal Recipient (PR) of the Global Fund Resilient and Sustainable Systems for Health (RSSH) Grant. As the Principal Recipient, the Ministry of Health is legally responsible for the management of the grant, whilst ensuring the achievement of the programmatic results and accountability of the grant’s resources.

Subsequently, the Ministry of Health established the Grant Management Unit (GMU) to work with other implementing units within the Ministry and implementing partners in executing and implementing various programs in compliance with the grant agreement signed between The Global Fund and LSMOH.

We are recruiting to fill the position below:

Job Title: Knowledge Management (KM) Consultant

Location: Lagos

Background

• The Lagos State Ministry of Health (LSMOH) is a Principal Recipient (PR) of the Global Fund Resilient and Sustainable Systems for Health (RSSH) Grant. As the Principal Recipient, the Ministry of Health is legally responsible for the management of the grant, whilst ensuring the achievement of the programmatic results and accountability of the grant’s resources.
• Subsequently, the Ministry of Health established the Grant Management Unit (GMU) to work with other implementing units within the Ministry and implementing partners in executing and implementing various programs in compliance with the grant agreement signed between The Global Fund and LSMOH.
• This document outlines in details the Terms of Reference, Scope of Work, and General Requirements for the Knowledge Management Consultant.

Objectives

• The overall objective of this consultancy engagement is to strengthen the Knowledge Management (KM) capacity of the Lagos State Ministry of Health (LSMOH) by developing and implementing a robust KM database repository, enhancing data management practices, and building the capacity of the KM Unit.
• This initiative aims to ensure systematic and effective capturing, storing, sharing, and utilization of health data to support evidence-based decision-making, policy formulation, and program implementation, ultimately leading to improved health outcomes for the citizens of Lagos State.

Specific Objectives

• Assess Current KM Practices and Systems: Conduct a thorough assessment of existing knowledge management practices, systems, and data repositories within the LSMOH.
• Design and Develop a KM Database Repository: Create a centralized, user-friendly, and secure KM database repository to integrate health data from various sources, ensuring easy access and management.
• Standardize KM Processes: Develop comprehensive process manuals and standard operating procedures (SOPs) for data entry, storage, retrieval, and management.
• Enhance Data Management Practices: Implement improved data management processes to ensure the accuracy, reliability, and usability of health data.
• Conduct Capacity Building and Training: Provide training and workshops for LSMOH staff and stakeholders on effective data management and the use of the KM database repository.
• Improve Knowledge Sharing Mechanisms: Develop strategies and tools to facilitate the systematic sharing of health information within the LSMOH and with key stakeholders.
• Implement Advanced Technology Solutions: Recommend and deploy appropriate technologies and tools to support efficient KM processes, including data collection, extraction, collation, and analysis.
• Monitor and Evaluate KM Initiatives: Establish mechanisms to monitor and evaluate the effectiveness of the KM database repository and overall KM practices, providing regular feedback and reports.
• Ensure Sustainability: Develop a sustainability plan to maintain and continuously improve the KM system, ensuring its long-term effectiveness and adaptability.
• Translate Data into Actionable Insights: Facilitate the use of the KM database repository to generate actionable insights that inform policy formulation, planning, program implementation, and evaluation.

Scope Of Work
The KM consultant will undertake the following tasks to address the challenges identified in the problem statement and to achieve the objectives of the Knowledge Management Unit within the Directorate of Healthcare Planning, Research & Statistics (DHCPRS) at the Lagos State Ministry of Health (LSMOH):

Assessment and Analysis:

• Conduct a comprehensive assessment of the current knowledge management practices, systems, and current situation in the Ministry by preparing a list of processes and data points currently being implemented and collected by DHCPRS for KM purposes.
• Identify gaps and inefficiencies in the current KM processes and data management systems.
• Analyse the specific information needs for policymaking and programming across different Departments and Agencies within the LSMOH.

Database Review and Optimization:

• Review existing databases, including Microsoft Excel spreadsheets and paper-based forms, to identify valuable data that needs to be integrated into a centralized KM repository.
• Develop a plan for consolidating and migrating existing data into a centralized, accessible, and secure KM database repository.

Review/re-designing of existing KM Database Repository:

• Design and develop a robust KM database repository that can systematically capture, store, retrieve, and manage health data from various sources.
• Ensure the KM database repository is user-friendly, scalable, and compatible with existing health information systems, including the national DHIS 2 database.

Process Manual Development:

• Develop a detailed process manual for the KM database repository, outlining standard operating procedures (SOPs) for data entry, storage, retrieval, and management.
• Ensure the process manual is comprehensive and easy to understand, providing clear guidelines for state officials, health institutions/partners, and other stakeholders.

Capacity Building and Training:

• Conduct training sessions for LSMOH staff and relevant stakeholders on the use and management of the KM database repository, knowledge management modules, and process booklets in alignment with KM best practices and standards.
• Provide hands-on training and workshops to build the capacity of staff in capturing, analyzing, and utilizing health data effectively.

Data Integration and Management:

• Integrate existing health data into the KM database repository, ensuring that data from various sources is consolidated and organized for easy access and analysis.
• Implement data quality checks and validation processes to ensure the accuracy and reliability of the integrated data.

Knowledge Sharing and Utilization:

• Develop strategies for enhancing knowledge sharing within the LSMOH, ensuring that critical health information is accessible to key stakeholders promptly.
• Facilitate the use of the KM database repository for policy formulation, planning, program implementation, and evaluation.

Technology Implementation:

• Recommend and implement appropriate technologies and tools to enhance the KM processes, including software for data collection, extraction, collation, and analysis.
• Ensure that the implemented technologies are aligned with the digital economy standards and support the systematic management of health data.

Monitoring and Evaluation:

• Establish monitoring and evaluation mechanisms to assess the effectiveness of the KM database repository and the overall KM practices.
• Provide regular reports and feedback to the LSMOH on the progress and impact of the KM initiatives.

Sustainability and Continuous Improvement:

• Develop a sustainability plan to ensure the long-term maintenance and continuous improvement of the KM database repository and practices.
• Provide recommendations for ongoing capacity building and support to ensure the KM system remains effective and up to date.

Key Deliverables
These key deliverables are multifaceted and focus on enhancing the efficiency, capacity, and effectiveness of the KM unit through the deliverables highlighted below:

Comprehensive Assessment Report:

• A detailed report outlining the current knowledge management practices, systems, and data repositories within the LSMOH, including identified gaps and inefficiencies.

2KM Database Repository:

• Design and implementation of a centralized, user-friendly, and secure KM database repository to consolidate health data from various sources.
• Integration of existing health data from Microsoft Excel spreadsheets, paper-based forms, and other sources into the centralized repository.

Standard Operating Procedures (SOPs) and Process Manuals:

• Development of comprehensive process manuals and SOPs for data entry, storage, retrieval, and management, tailored to the specific needs of the LSMOH.

Training Materials and Capacity Building Workshops:

• Creation of training materials and conducting workshops for LSMOH staff and relevant stakeholders on effective data management and the use of the KM database repository.
• Hands-on training sessions on the use of statistical software and data analysis tools such as Epi-Info, STATA, SPSS, or R package.

Enhanced Data Management Practices:

• Implementation of improved data management processes to ensure the accuracy, reliability, and usability of health data.
• Development and execution of data quality checks and validation processes.

Knowledge Sharing Strategy:

• Development of strategies and tools to facilitate the systematic sharing of health information within the LSMOH and among key stakeholders.
• Instituting mechanisms to ensure timely and efficient access to health data for policy formulation, planning, program implementation, and evaluation.

Technology Implementation Report:

• Provides recommendations and implementation of appropriate technologies and tools to support efficient KM processes, including data collection, extraction, collation, and analysis.

Monitoring and Evaluation Plan:

• Establishment of monitoring and evaluation mechanisms to assess the effectiveness of the KM database repository and overall KM practices.
• Regular reports and feedback on the progress and impact of KM initiatives.

Sustainability Plan:

• Development of a sustainability plan to ensure the long-term maintenance and continuous improvement of the KM system.
• Recommendations for ongoing capacity building and support to keep the KM system effective and up to date.

Policy Briefs and Actionable Insights:

• Generation of actionable insights from the KM database repository that inform policy formulation, planning, program implementation, and evaluation.
• Creation of policy briefs and reports based on the analysed data to support evidence-based decision-making at all levels of care.

Qualifications and Expertise
The ideal candidate for this consultancy position should possess the following qualifications and expertise:

• A master’s degree or higher in Knowledge Management, Public Health, Health Information Management, Information Systems, Data Science, or a related field.
• A minimum of 7-10 years of experience in knowledge management, health information management, or a related field within the public health sector.
• Proven experience in designing, implementing, and managing knowledge management systems and databases.
• Demonstrated experience in developing standard operating procedures (SOPs) and process manuals for data management.
• Proficiency in knowledge management tools and technologies, including database management systems, data visualization tools, and statistical analysis software (e.g., Epi-Info, STATA, SPSS, R package).
• Certification in project management (e.g., PMP, PRINCE2) or knowledge management.
• Experience in Information Systems (TPS, MIS, DSS, MIS, EIS)
• Strong understanding of data quality management and data validation techniques.
• Experience with digital solutions for data collection, extraction, collation, and analysis.
• Expertise in conducting comprehensive assessments of KM practices and systems.
• Experience in developing and delivering training programs and capacity-building workshops.
• Ability to transfer knowledge and skills to staff through hands-on training and mentorship.
• Excellent written and verbal communication skills, with the ability to produce clear and concise reports, manuals, and policy briefs.
• Strong interpersonal skills and the ability to work collaboratively with diverse stakeholders, including government officials, health institutions, and development partners.
• Strong project management skills with the ability to manage multiple tasks, set priorities, and meet deadlines.
• Experience in monitoring and evaluating the effectiveness of KM initiatives and systems.
• Strong analytical skills with the ability to translate complex data into actionable insights.
• Ability to identify gaps and inefficiencies in existing KM practices and develop targeted solutions.
• Experience working in the public health sector, particularly within government health ministries or agencies.
• Familiarity with the health landscape and data management needs in Lagos State or similar contexts.

Duration of Consultancy:

• The assignment will be undertaken for a period of Six (6) Months.

Application Closing Date
18th April, 2025.

Method of Application
Interested and qualified candidates should submit the completed technical and financial proposal electronically to: proc.gmulsmoh@gmail.com clearly indicating "Knowledge Management (KM) Consultant" as the subject of the mail.

Guideline for Submission of Proposal

• A candidate will be selected on the basis of comparison on individual qualifications (Curriculum Vitae and Experience) Technical Approach, Methodology and workplan.
• When submitting the technical proposal, the applicant should ensure to attach the following documents:
  • Curriculum Vitae and copies of certificates for the qualifications indicated in the CV.
  • Technical approach & methodology, and workplan in line with the scope of work and key deliverables.
  • The financial proposal shall specify a total lump sum amount for the consultancy services.

Note: Each submission should clearly indicate the title of the Consultancy you are applying for. Kindly use the sample documents (Curriculum Vitae (CV) for Proposed Professional Staff, Description of Approach, Methodology and Work Plan for Performing the Assignment,Financial Proposal Submission Form) for the preparation of your technical and financial proposal.

Confidentiality:

• Information submitted in response to this RFP will be held in confidence.

Analytics

• All data generated in the course of the project will be the property of the State Ministry of Health and will not be used for any other purpose by the consultant.

Terms and Conditions

• This Request for Proposal shall not be construed to be commitment on the part of the LSMOH, for contract award nor shall it entitle the individual to make any claims whatever and seek indemnity from LSMOH by virtue of having responded to this advertisement.
• Late and/or incomplete submissions will not be considered.
• All costs incurred by the individual as a result of this process and any subsequent requests for information shall be borne by the individual. This would include any costs incurred during functional demonstrations and subsequent meetings and negotiations.
• LSMOH has a zero tolerance to fraud and all actual or suspected instances of fraud may be fully investigated. Fraud or fraud related activities include (but not limited to); kickbacks and corrupt payments (bribes), corrupt influence, collusion and manipulation by vendors/suppliers, billing fraud, and delivery fraud. To report fraud, please call 07069942698 or send an email to Fraudalert.gmu@gmail.com.
• LSMOH reserves the right to eliminate a bidder in the site assessment stage due to reasons such as: failure to confirm the legal capacity to enter into a contract (e.g. no original certificate of incorporation; insolvency or subject to legal proceedings threatening the continued existence of the organization; debarment from participating in public procurement, etc.)
• Individuals should take account of the expected submission time required and are responsible to ensure that proposals are received at LSMOH by the due date and time.
• To ensure a healthy work environment, the LSMOH/GMU has a zero-tolerance to Sexual Exploitation, Abuse and Harassment of beneficiaries, implementers, suppliers, and staff. Protection from Sexual Exploitation, Abuse and Harassment (PSEAH) is everyone’s responsibility, and all staff are required to always adhere to the Code of Conduct, which enshrines the principles of PSEAH. Cases of Sexual Exploitation, Abuse and Harassment, can be reported to lagosstatewapa.org or through the whistle-blower line 07069942698.

Note

• Requests for clarification should be received by the GMU: Not later than 5 days prior to the deadline for submission, via the details below
• Electronic mail addresses: psmofficer.gmulsmoh@gmail.com, while copying the following mail addresses. pm.gmulsmoh@gmail.com, gpm.gmulsmoh@gmail.com and pia.gmulsmoh@gmail.com.

Curriculum Vitae (CV) for Proposed Professional Staff

1. Proposed Position[only one candidate shall be nominated for each position]:

2. Name of Firm[Insert name of firm proposing the staff]:

3. Name of Staff[Insert full name]:

4. Date of Birth: Nationality:

5. Education[Indicate college/university and other specialized education of staff member, giving names of institutions, degrees obtained, and dates of obtainment]:

6. Membership of Professional Associations:

7. Other Training[Indicate significant training since degrees under 5 - Education were obtained]:

8. Countries of Work Experience: [List countries where staff has worked in the last ten years]:

9. Languages[For each language indicate proficiency: good, fair, or poor in speaking, reading, and writing]:

10. Employment Record[Starting with present position, list in reverse order every employment held by staff member since graduation, giving for each employment (see format here below): dates of employment, name of employing organization, positions held.]:

From [Year]: To [Year]:

Employer:

Positions held:

13. Certification:

• I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes myself, my qualifications, and my experience. I understand that any wilful misstatement described herein may lead to my disqualification or dismissal, if engaged.

Date:

[Signature of staff member or authorized representative of the staff] Day/Month/Year

Full name of authorized representative:

Description of Approach, Methodology and Work Plan for Performing the Assignment
Technical approach, methodology and work plan are key components of the Technical Proposal. You are suggested to present your Technical Proposal (inclusive of charts and diagrams) divided into the following three chapters:

1. Technical Approach and Methodology,
2. Work Plan, and
3. Organization and Staffing,

a) Technical Approach and Methodology.In this chapter you should explain your understanding of the objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining the expected output, and the degree of detail of such output. You should highlight the problems being addressed and their importance and explain the technical approach you would adopt to address them. You should also explain the methodologies you propose to adopt and highlight the compatibility of those methodologies with the proposed approach.

b) Work Plan.In this chapter you should propose the main activities of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the MDA), and delivery dates of the reports. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into a feasible working plan. A list of the final documents, including reports, drawings, and tables to be delivered as final output, should be included here. The work plan should be consistent with the Work Schedule.

c) Organization and Staffing.In this chapter you should propose the structure and composition of your team. You should list the main disciplines of the assignment, the key expert responsible, and proposed technical and support staff.

Financial Proposal Submission Form

[Location, Date]

To: [Name and address of MDA]

Dear Sir

I, the undersigned, offer to provide the consulting services for [Insert title of assignment] in accordance with your Request for Proposal dated [Insert Date] and my Technical Proposal. my attached Financial Proposal is for the sum of [Insert amount(s) in words and figures1]. This amount is exclusive of the local taxes, which shall be identified during negotiations and shall be added to the above amount.

my Financial Proposal shall be binding upon me subject to the modifications resulting from Contract negotiations, up to expiration of the validity period of the Proposal.

Commissions and gratuities paid or to be paid by me to agents relating to this Proposal and Contract execution, if I am awarded the Contract, are listed below2:

Name and Address Amount and Purpose of Commission

of Agents Currency or Gratuity

I understand you are not bound to accept any Proposal you receive.

I remain,

Yours sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:

Address: