Call for Proposals: External Service Provider

Futures Group - The Sexual HIV Prevention Programme (SHIPP)
Please note: this opportunity closing date has passed and may not be available any more.
Opportunity closing date: 
Tuesday, 2 December, 2014
Opportunity type: 
Call for proposals
Training and Mentorship on Condom Quantification and Warehousing Provided to Condom Logistics Officers

Issue date: 19 November 2014
Closing date:  02 December 2014


Terms of Reference


Although condoms are a critical HIV prevention tool, they are often not readily available to key populations at high risk of HIV exposure. Condoms distributed by Primary Distribution Points (PDPs) such as public and private hospitals, Primary Health Care (PHC) facilities and clinics, have proven inadequate for meeting current demands for condoms. Low male condom distribution rates were reported in 2012/2013 for most districts in South Africa and it was for this reason that the National Department of Health (NDOH) requested the assistance of the Sexual HIV Prevention Programme (SHIPP) to assist districts that they support in strengthening condom availability through the use of non-traditional and secondary distribution sites such as taverns, tuck shops and taxi ranks. SHIPP also worked with the NDOH to develop a revised national condom distribution plan, and then subsequently worked at the district levels to develop customised condom implementation plans, which are aligned to the national plan.

With the dramatic expansion of new distribution outlets, pressure has now been exerted on the supply chain. As a result, male condom supplies have now became erratic with stock-outs reported at both the district warehouses and PDPs. Activities to boost demand and expand distribution need to be accompanied by parallel efforts to improve and sustain supplies by developing the capacity to effectively forecast, finance, procure and distribute condoms. These activities need to work in tandem for districts to sustain gains in condom availability.

Given that condom distribution is a decentralised activity, implementation of an expanded condom distribution plan needs to be based on a set of common understandings of the challenges and solutions, a sense of shared responsibility, and recognition that success requires securing commitments from a range of partners across multiple-sectors, with each taking responsibility for specific actions and activities. But ultimately, it is DOH staff at district, sub-district, community and individual health facilities that will have responsibility for driving forward the improved distribution of condoms in all districts and for ensuring the aims of the National Condom Distribution Plan are met. To ensure that condom distribution targets are met and stock-out do not occur it is important to train personnel involved in condom programming on correct forecasting, procurement, storage and distribution of condoms.
Geographical Area to be covered

District Department of Health – in Gert Sibande (MP)
Target group

The project aims to provide technical assistance to the DOH staff at district, sub-district, community and individual health facilities that will have responsibility for driving forward the improved distribution of condoms.
Specific Activities

  1. Build the capacity of participants in techniques for quantifying condoms so that they can effectively forecast, finance, procure and distribute condoms.
  2. Address identified challenges in the condom logistics system, namely:
  • Poor warehousing conditions;
  • Inadequate transportation of condoms from the warehouse to the PDSs;
  • Lack of reporting tools at warehouse and PDS’s;
  • Poor coordination between province/district and warehouse;
  • Limited ability of healthcare workers at facilities and warehouse to adequately track and plan for condom supplies (estimates of condom requirements and ordering in time);
  1. Build the capacities of participants to track condom distribution rates in their respective sub-districts/district.

The consultant will:

  1. Develop the necessary training material to be used to build the capacity of the participants in techniques of condom quantification and warehousing;
  2. Train and mentor participants in Gert Sibande on condom quantification and warehousing;
  3. Review condom distribution rates in Gert Sibande and assist the participants to use the data for strategic planning;
  4. Improve the quality of condom distribution reporting.

Number of days: 40 days

  1. Training material for DOH condom programming personnel developed that may include but not limited to Trainer Manuals, Participant Manual, and Job-aides;
  2. Three training/mentorship workshops run in Gert Sibande for condom programming personnel;
  3. Revised condom distribution reporting tool.

TOTAL Number of Days: 40 Days

Start Date: 08 December, 2014
End Date: 16 March, 2015

  DELIVERABLE Date of deliverable
1 Meeting inception report and implementation plan finalized and submitted Dec 19, 2014
2. Develop draft training material & reporting tool Jan 12, 2014
3. Revise training material based on consultations with Gert Sibande DOH and SHIPP team Feb 02 2015
4. Run 3 number of 3 day workshops in Gert Sibande and submit training reports including attendance registers Mar 09 2015
5. Final report of workshop activities and outcomes Mar 16 2015

Desired Background and Experience:

  • Masters’ degree in public health, business/marketing, supply chain management or other relevant field of study;
  • Minimum five (5) years’ experience working on health and HIV programs in South Africa;
  • Experience in design, implementation and evaluation of product distribution programmes;
  • Hands-on experience designing, planning, implementing and monitoring condom distribution programs preferred;
  • Demonstrated flexibility and openness to respond to changing work priorities and environment;
  • Demonstrated strategic planning, collaboration, and appreciative listening skills with a focus on achieving results;
  • Excellent oral communication and writing skills; and
  • Experience working in teams and multiple stakeholders

Additional Information

On-site visits to Gert Sibande to meet with the Gert Sibande DOH staff, conduct trainings and mentorship sessions, and dissemination of reports will be a requirement for this assignment.  Details of the number of anticipated trips will be agreed with the successful candidate. 

Travel arrangements will be provided by Futures Group in accordance with the applicable funding source regulations of the consultancy. The Consultancy Agreement must be executed prior to release of travel documents. The Futures Group Technical Monitor will coordinate any travel arrangement requiring overnight stay or airline travel. Travel expenses reports along with related receipts and invoices for travel, accommodation and out-of pocket expenses would be required to support reimbursement to the consultant.
Pumla Lupondwana ( is the Futures Group Technical Monitor and will work collaboratively with Ms. Katso Mofammere (Acting Deputy Director: PHC) from Gert Sibande Department of Health to ensure that the consultancy deliverables and implementation timelines are adhered to. The Technical Monitor will authorise any or all work assignments including specific activities, dates and travel.

Detailed proposals, including clear budgets should be submitted to ( not later than 02 December 2014

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