Terms of Reference (ToR)
Consultancy to Assess, Design, and Strengthen Medical Procurement Systems for Syria – South and Central Regions
Location:
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Based at Medair's office in Amman, Jordan, with visits to suppliers.
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Duration:
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Duration:
Phase 1 & 2: 1 + 4 weeks
Phase 3: 3 weeks
Phase 4 & 5: 2 weeks
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Department:
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Programmes and Logistics
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Reporting to:
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PC, and DCD Jordan
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Background
Medair is an international non-governmental organization (INGO) implementing humanitarian health and relief programmes in Syria, including in the South and Central regions, through direct implementation and local partners. Ensuring timely, compliant, and cost-effective procurement of medical supplies is critical to sustaining health service delivery in a highly constrained operational environment.
Due to access limitations, market volatility, sanctions compliance, and diverse donor regulations, Medair seeks to strengthen its medical procurement approach for Syria by systematically assessing national, regional, and international procurement options, including sourcing from Turkey, Jordan, Lebanon, and international suppliers, as well as reviewing shipping modalities and regulatory requirements.
Medair is therefore seeking an individual to conduct a comprehensive medical procurement assessment and to design practical, compliant procurement and tracking systems tailored to the Syria South and Central operational context.
Work Context:
The Consultant will work closely with:
- Medair staff: Logistics staff, Health Project Managers, PC, DCD, Finance team.
- External stakeholders: Local health partners, medical facilities, suppliers (National and international), freight forwarders, customs control authority (Syria & sourcing country), Syria MOH and Health Sector WG where relevant.
The consultancy will focus on Syria South and Central regions, with coordination across Medair’s regional hubs (e.g. Turkey, Jordan, Lebanon) and applicable international supply chains.
Objective: To assess, identify, and recommend feasible, compliant, and cost-effective medical procurement options for Syria South and Central regions, and to develop tools, systems, and guidance that support effective sourcing, shipping, tracking, and donor-compliant medical supply management.
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Phase 1: Desk Review and Context Analysis
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{C}1. {C}Internal Desk Review:
{C}o Hold a meeting with at least 2 Medair staff, including the Logistics Advisor, to familiarize with the Medair’s current medical supply chain management processes, including item selection, quantification, procurement procedures, supply chain workflows, item lists, historical procurement practices, and documentation related to warehousing and logistics for Syria.
{C}o Familiarize with donor agreements, sanctions frameworks, and compliance requirements affecting medical procurement for Syria.
{C}2. {C}External Context and Market Review:
{C}o Conduct a desk-based review of national and regional medical and nutrition supply procurement markets, including:
{C}§ Local/national procurement within Syria (where feasible)
{C}§ Regional procurement options in Turkey, Jordan, and Lebanon
{C}§ International procurement and shipping pathways
{C}o Review regulatory, customs, sanctions, and import/export requirements affecting medical supplies.
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Deliverables:
{C}1. {C}Summary of current Medair practices as a building block for other deliverables.
{C}2. {C}Summarize the donor and regulatory framework relevant to medical procurement for Medair in Syria.
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Phase 2: Medical Procurement Assessment and Options Analysis
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{C}1. {C}Procurement Options Assessment:
A. Assess feasibility, risks, timelines, costs, and compliance considerations for:
{C}· {C}National procurement:.
{C}· {C}Regional procurement (Turkey, Jordan, Lebanon)
{C}· {C}International procurement and shipping
{C}· {C}Assess the availability of suppliers validated for compliance with Good Distribution Practices (GDP) and capable of providing products sourced from GMP-compliant manufacturing sites
{C}· {C}Outline if the suppliers also hold the QMAS documents
B. Identify suitable procurement modalities per item category.
{C}2. {C}Medical and nutrition Items and Facility Needs Analysis:
{C}o {C}Review existing health facility coverage, services, and consumption data.
{C}o {C}Define standardized medical item lists aligned with:
{C}· Facility types (PHCs, hospitals, mobile teams, etc.)
{C}· Service packages
{C}· Donor requirements
{C}· WHO and MOH recommendations
{C}3. {C}Shipping and Logistics Pathways:
- Map recommended shipping routes and modalities for each procurement option.
- Identify risks, mitigation measures, and lead times.
{C}4. Donor Compliance:
- Clearly document how the proposed procurement plans align with the known donor-specific rules and reporting requirements, related to:
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- Medical procurement
- Country of origin
- Documentation
- Asset and stock/inventory reporting
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Deliverables:
3. Medical procurement options analysis report with comparative assessment and recommendation.
4. Standardized medical item lists by facility and service type.
5. Facility-level needs overview.
6. Shipping and logistics guidance for Syria South and Central.
7. Summarize how the proposed recommendations align with the donor regulations, based on the Medair framework established at the at the desk review (donor compliance matrix for medical procurement).
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Phase 3: Systems Development – Tracking, Shipping, and Compliance
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- Supply Chain Tracking:
{C}o Develop or refine medical supply tracking tools covering:
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- Procurement
- Shipping and customs clearance
- Quality assurance and cold chain.
- Warehousing
- Transportation and distribution to facilities
- Consumption and reporting
- Staffing
- Partner stock management
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Deliverables:
8. Medical supply tracking tools and templates, including:
{C}· Standard list of pharmaceuticals (medications, medical supplies, and equipment) items for Syria.
{C}· Consumption Tracking Tool.
{C}· Cold Chain Management Guidance.
{C}· Storage Documentation Templates at the Health Facilities (Stock Card/Bin Card, Humidity and Temperature Monitoring Template, Near expiration date Template)
{C}· Template for Request for Performa (RFP) for Medical Procurement.
{C}· Template for the Purchase Order (PO) for Medical Procurement
{C}· Medical Warehousing Management Tool.
{C}· Partner Monitoring Tool for Pharmacy Management.
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Phase 4: Staffing needs and Capacity Strengthening plan
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Develop recommendations on staffing and capacity strengthening needs
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Deliverables:
9. Develop recommendations on staffing needs
{C}· Staffing structure and draft JDs
{C}· Capacity strengthening plan- Medair
{C}· Capacity strengthening plan-Partners
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Phase 5: Final Report
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Final report
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Deliverables:
10. Final Report including:
{C}· Executive summary
{C}· Recommended procurement strategies
{C}· Risks and mitigation measures
{C}· Short-, medium-, and long-term recommendations
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Payment Arrangements
The payment arrangements for this consultancy will be based on the completion of phases and approval of deliverables by Medair, as outlined below. The proposed timeline is not to exceed 5 months but it can be shorter based on deliverables and their acceptance by Medair.
{C}1. Transportation fees: the consultant is responsible for their own transportation.
Payment Arrangements
Payments will be made upon completion and approval of deliverables by Medair.
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Phase
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Deliverables
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Phase 1 & 2
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First payment
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Deliverables 1–2
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Phase 3
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Second payment
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Deliverables
3-7
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Phase 4 & 5
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Final payment
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Deliverables 8-10
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Consultancy Qualifications
- Advanced degree in Medical Supply Chain Management, Pharmacy, or related field.
- Minimum 5 years of experience in medical procurement and humanitarian supply chains, preferably for Syria.
- Proven experience with regional procurement hubs (Turkey, Jordan, Lebanon).
- Strong knowledge of donor regulations and medical quality assurance.
- Experience working with INGOs and complex emergency settings.
- Excellent analytical, reporting, and communication skills.