Spinco Project Manager at Medecins Sans Frontieres (MSF)

Reporting to: Relevant Committees for each of the projects

Starting date: February 2022

Deadline to apply: 30 January 2022

* By default, the successful candidate will be offered a contract in the MSF office of their country of residence at the time of application.

POSITION BACKGROUND

SPINCO solutions and services are sharing product information for the whole MSF movement, providing MSF staff information on a wide and complex range of products.

UniLocal Project

Currently, no central, harmonized database captures the qualification information of medical products under local procurement. The qualification information is scattered amongst different local databases (excels). Consequently, the decision-making process for validating products in local markets is often tedious, with potential to take longer than expected.

Through a single database, MSF will ensure the standardization in the format of the qualification information and the mutualization of essential processes like exceptional validation. This will provide coherence and improve the timeliness of the decision-making process as well as provide better monitoring and control of the user access to the information.

UniMeds Project

The UniMeds Project has a double objective: on one hand to centralise the European Supply Centres (ESCs) quality databases for medicines (currently held in each of the ESCs’ ERP systems: Nodhos MSF Logistique, Nodhos MSF Supply and already Uniquality for MSF APU) into UniQuality (central quality database), and on the other hand to ensure the link from UniQuality with each of the ESCs’ ERP systems. Currently the three ESCs are working according to the MSF qualification procedure, however part of the data is managed independently by each ESC Quality Assurance (QA) in their own quality databases within each of their ERP systems.

Consequently, the consolidation of data of the three sites, needed for commercial reasons (e.g. Request for Quotations RFQ) or for operational reasons that are long and cumbersome processes, will benefit from this initiative.

From the pharma perspective, the multiplication of work validating, uploading, monitoring and keeping the quality information up to date in each of the three ESCs’ databases is redundant and does not constitute the best use of time of the QA pharmacists. They are working with the same information, but in different systems, with the consequent increase in risk to lose accuracy (and harmonisation).

Medical Devices Document Repository

There are currently three locations, different levels of user friendliness, the three ESC to store and manage non-batch related docs for Medical Devices MDs).

There is little coordination between the three, and much overlap in documents and management.

QA referents and QA admin assistants spend unnecessary time to request each other, or the same suppliers for an update of documents.

The various location of documents and lack of coordination gives a problem for availability of valid documentation to ease importation of MD in countries with importation constraints.

The scope of the project is to deliver the following functionality:

• The field with an import constraint for a validated MD or IVD can download the documentation required to get the import permit from the drug authority and share this with the authorities.
• One-stop-shop for a QA to centralise inter-ESC documentation, information and data that are required for the importation of medical device, IVD or PPE.

PLACE IN THE ORGANISATION

The role of the Project Manager will be integrated in the relevant project team(s) and SpinCo Production Team.

The Project Manager will respond to the ad hoc Steering body for topics concerning scope timeline and budget. The Spinco Coordinator is the advisor for project management and the project sponsor is covering subject topics.

OBJECTIVES OF THE POSITION

The objective of the position is to ensure proper project management standard are abided to, that all the points are handled by the project team and proper information is brought to the stakeholders and the Steering Committee.

MAIN RESPONSIBILITIES

Project management ensuring each responsibility is handled by a project team member

• Gather needs and conceptualise them into clear specifications.
• Clarify and get agreement by stakeholders of general governance.
• Manage the project based on User Stories, functional specifications and Agile methodology.
• Create and maintain relevant project documentation for the project team and for the movement.
• Follow up the outstanding development of the tool and ensure that it matches the functionality and usability as needed for the user group.
• Anticipate and proactively resolve complex problems or conflicts with timely reporting and escalation.
• Report project status to all relevant stakeholders on a timely manner.
• Will propose and define help-desk support structure if needed (SpinCo/OCs).

Responsibilities for the project manager

• Ensure the realization of project goals with respect to the planned scope, timeline, quality and budget.
• Organize the steering committee meetings with stakeholders.
• Ensure agreements and conclusions are reached timely to move forward on projects.
• Build, maintain effective collaboration and coordinate with relevant stakeholders (users, project team, steering committee…) to be available for the project milestones.
• Ensure that required resources and participants are ready to collaborate at the requested time to avoid any delays.
• Set the agenda of the workshops and taking good note of comments from project team to ensure good understanding to ensure deliverables according to expectations.
• Proactively manage team dynamics, escalating speedily in case of conflict.

Job requirements

• Competences:
• User oriented
• Analytical thinking
• Pro-activity and initiative
• Time management capacity
• Autonomy and self-organization capacity
• Capacity to manage a project in MSF context

Skills:

• Knowledge and/or experience of project management tools and methodology
• Strong written and spoken communication
• Multiple stakeholders’ engagement
• Natural facilitator and enabler of communication
• English required
• French and Spanish an asset
• Good presentation skills
• IT Technical skills
• Basic understanding of Windows environment
• Understanding of complex IT Systems

Experience:

• Experience in Project Management required, Prior MSF Project management is an asset