Hardship Level: B

Family Type: Family

Family Type: Family

Residential location (if applicable): Grade: GS5

Staff Member / Affiliate Type: General Service

Reason: Regular > Regular Assignment

Remote work accepted: No

Target Start Date: 2023-12-01

Job Posting End Date: September 11, 2023

Standard Job Description: Senior Medico-Administrative Assistant

Organizational Setting and Work Relationships

First stage – regional outreach of SHWS/HQ Medical Section. Primary goal: to provide regional teams with administrative support to their staff health and welfare strategic objectives and operational planning.

Leadership

As part of their regional team s, and in support to the SRMO and in close collaboration with the Regional Staff Welfare Officer (RSWO), the Senior Medico-Administrative Assistant will provide administrative support to the health and welfare projects/programmes identified at regional level in close collaboration with SH&WS/HQ, aiming at the health prevention, protection and promotion of UNHCR staff in their countries of responsibility.

Work relations within UNHCR foresee contacts on a daily basis with: Clients in HQ, Regional Representations and the field offices of responsibility, in respect of medical evacuations, sick leave, education and dependency grants and other medico-administrative matters.

Work relations with EXTERNAL Parties: Frequent contacts with Hospitals, Clinics, Treating Physicians, Pharmacies, IGOs and NGOs, UNSMIS, UN Pension Fund, UN Compensation and Claims Committee, UN Pension Board New York, Medical Service New York, contractual services for the UNHCR medical service.

Reporting

In pursuance with Part 1B above, the SMAAs report to their respective Senior Regional Medical Officers, while their line manager will be the Regional Administration Associate or equivalent.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR’s core values of professionalism, integrity and respect for diversity.

Duties

•  Administrative support is provided to the activities of the SRMOs and RSWOs, in line with the Regional Representation/Support Hub strategic objectives.
•  Receive, review and route all incoming material, indicating priority items and place the information along with any background information with the digital medical file for the attention of the physician.
•  Receive clients, arrange client consultations and respond to enquiries of a medico-administrative nature.
•  Prepare correspondence of a medical and semi-technical nature in English and/or French.
•  Process mission requests, recruitment, periodic and exit examinations and verify that the medical file is complete.
•  Process requests for non-emergency medical evacuations of national staff (not requiring an air ambulance) and inform the field offices and HQ of the recommendations made by the medical officer.
•  Handle all documentation relating to maternity leave, sick leave and, if necessary, forward sick leave notices to the administration.
•  Register all processed information on the medical service database.
•  Exercise absolute secrecy when dealing with sensitive confidential medical issues.
•  Assist in the digital maintenance of staff medical files of present and former staff and their families.
•  Consolidate statistics in respect of mortality and morbidity, evacuations, service incurred accidents, sick leave, compensation claims, and disability cases for the countries of responsibilities.
•  Manage applications to participate in first aid courses.
•  Provide administrative support to travel, training and other operational activities of the SRMOs and the RSWOs.
•  Provide training on Medical Evacuation, SL, ML, Disability and Staff Compensation procedures to the HR and Administrative officers.
•  Perform any other related duties as required, including occasional support to the administrative regional secretariat.
•  Enforce implementation of existing staff health and psychosocial welfare policies.
•  Access to confidential staff medical data.
•  Provide first aid and emergency services in response to accidents in the workplace.
•  Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level

For G5 – 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

Field(s) of Education

Not applicable.

(Field(s) of Education marked with an asterisk* are essential)

Certificates and/or Licenses

Medical Secretarial

Nursing

(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience

Essential

Minimum 2 years of administrative experience in a UN medical service or equivalent environment. Can gauge when a situation or a client requires the physician’s immediate attention. Excellent communication, presentation and drafting skills and ability to understand diverse medical terminology. Strong knowledge and full command of the most common office digital software.

Fluency in English and very good knowledge of French (Fluency in French and very good knowledge of English for the Dakar position).

Desirable

Nursing Degree. Experience in UNHCR administrative procedures in travel management, purchase ordering and/or requisitioning. Extensive knowledge of the WHO International Statistical Classification of Disease and Related Health Problems (ICD10). Knowledge of the medical service database Medgate. Knowledge of UNMIS, MIP and UN Compensation Committee and Pension Fund Rules. Training experience and facilitation is an asset. Extensive knowledge of the WHO International Statistical Classification of Disease and Related Health Problems (ICD10). Knowledge of the medical service database essential. Knowledge of UNMIS, MIP and UN Compensation Committee and Pension Fund Rules.

Functional Skills

MD-UN-wide health care policies and protocols (e.g. medical evacuation procedures, etc.)

*CO-Drafting and Documentation

UN-UN/UNHCR Administrative Rules, Regulations and Procedures

SC-Contract management

TR-Training – Virtual and face to face

(Functional Skills marked with an asterisk* are essential)

Language Requirements

For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.

For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.

For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Desired Candidate Profile: Required languages (expected Overall ability is at least B2 level):: , ,

Desired languages: , ,

Operational context: Occupational Safety and Health Considerations:: Nature of Position:: Living and Working Conditions:: Additional Qualifications: Skills

CO-Drafting and Documentation, MD-UN-wide health care policies and protocols (e.g. medical evacuation procedures, etc.), SC-Contract management, TR-Training – Virtual and face to face, UN-UN/UNHCR Administrative Rules, Regulations and ProceduresEducation

Bachelor of Arts (BA): Nursing (Required)Certifications

Medical Secretarial – OtherWork Experience

Competencies: Accountability, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration, Technological awareness

UNHCR Salary Calculator: https://icsc.un.org/Home/SalaryScales

Compendium: Additional Information: Functional clearance: This position doesn’t require a functional clearance