UNDP Jobs - 59414- Medical Administrative Assistant

Medical Administrative Assistant - Open to Somali Nationals Only

Location :

Hargeisa, SOMALIA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

06-Sep-15 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

One Year

Languages Required :

English

Expected Duration of Assignment :

One year (with possibility of extension)

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

The UN Clinic in Hargeisa serves all UN staff in Hargeisa and Somaliland in general. In the day to day management of the UN Clinic Physician, the clinic strives to offer timely and efficient services to the UN staff and their dependents. The clinic offers primary care to staff as well as dispensing of essential drugs for common ailments, performs entry and periodic staff medical examinations, vaccinations, as well as health education initiatives. In collaboration with other service providers, specialist consultation and referrals, coordinates medical evacuations/travels both local and international as necessary.

Under the direct supervision of the UN Clinic Physician, the UN Clinic Medical Administrative Assistant ensures quality implementation of UN clinic operational strategies, supports the daily functioning of the clinic, coordinates logistical and administrative services in a timely manner. He/she monitors and accurately verifies and updates assets and drug inventory records.

He/she will also work in close collaboration with programme and operations teams of UNDP and other UN Agencies to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Functions / Key Results Expected:

Ensure smooth running of UN Clinic services including liaisons, facilitate medical support;
Implementation of operational strategies;
Support to effective and efficient functioning of the unit;
Support to administrative and logistical services;
Support to office maintenance and assets management;
Support to knowledge building and knowledge sharing;
Ensure smooth running of UN Clinic services including liaisons, facilitate medical support,
Attend the UN Clinic on full time basis;
Assist the UN Clinic Nurse in the performance of his/her duties;
Ensure effective liaison between the patient and Doctor, family members and colleagues as appropriate;
Documents case findings;
Facilitate referral from the UN Clinic Physician to an outside Physician as required;
Assist in providing medical support during medical evacuation;
Assist in maintaining records of patients’ medical data including consultations and treatment;
Maintain strict confidentiality with regards to patients’ medical records: patients’ management and treatment;
Maintain the UN Clinic in good order and keep the inventory of medical supplies and equipment up-to-date;
Enter medical data of patients into register, patient’s file and electronic databases;
Schedule appointments and examinations to mission personnel;
Update the monthly medical reports;
Ensures implementation of operational strategies, focusing on achievement of the following result;
Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
Provision of inputs to preparation of administrative team results-oriented work plans;
Ensures effective and efficient functioning of the unit, focusing on achievement of the following results;
Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;
Translation of simple correspondences, when needed;
Ensures effective administrative and logistical support, focusing on achievement of the following results;
Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions;
Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
Administrative support to conferences, workshops, retreats;
Arrangement of vehicle transportation, regular vehicle maintenance and insurance;
Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report;
Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
Maintenance of the filing system ensuring safekeeping of confidential materials;
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
Assistance in the preparation of budget, provision of information for audit;
Provides support to office maintenance and assets and inventory management, focusing on achievement of the following results;
Maintenance of records on assets and medicine stock management, preparation of reports;
Maintenance of files and records relevant to office maintenance;
Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results;
Participation in the training for the operations/projects staff on administration;
Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the efficiency of the UN Clinic. Accurate analysis and presentation of information strengthens the capacity of the UN Clinic. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Knowledge Management and Learning:

Shares knowledge and experience;
Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness:

Ability to administer and execute administrative process and transactions;
Ability to extract, interpret, analyze data and resolve operational problems;
Ability to perform work of confidential nature and handle a large volume of work;
Good knowledge of administrative rules and regulations;
Strong IT skills, knowledge of Atlas;
Ability to provide input to business processes re-engineering, implementation of new systems.

Leadership and Self-Management:

Focuses on result for the client and responds positively to feedback;
Consistency approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure.

Required Skills and Experience

Education:

Completion of Secondary education;
Professionally Licensed nurses/ laboratory technician (authorizing body must be cited).

Experience:

5 years working experience, 2 of which will be experience working in local health care facilities in sub-Saharan Africa;
Relevant experience in health administration;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Knowledge of ATLAS is desirable.

Language:

Fluency in both oral and written English and Somali