Medical Administrative Associate Job at UNDP Nigeria

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Job Title: Medical Administrative Associate (UN Dispensary)

Job ID: 36973

Job Location: Abuja, NIGERIA

Organisation: United Nations Development Programme – UNDP Nigeria

Type of Contract: FTA Local

Post Level: GS-6

Languages Required: English   French  

Duration of Initial Contract: Initial duration of one year

Background: – Under the supervision of the UN Medical Doctor and guidance of the UN Dispensary Committee, the Medical Administrative Associate provides support to the UN Dispensary performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Medical Administrative Associate promotes a client, quality and results-oriented approach. – The Medical Administrative Associate works in close collaboration with the UN Physician and Operations staff in the CO to exchange information and ensure consistent service delivery. – The post is Cost Shared funded post and limited to availability of cost shared fund.

Duties and Responsibilities:

Functions / Key Results Expected:

Summary of Key Functions:  

•       Implementation of operational strategies

•       Support to effective and efficient functioning of the UN Dispensary

•       Support to administrative and logistical services

•       Support to knowledge building and knowledge sharing

Ensures implementation of operational Strategies and SOP's, focusing on achievement of the following results:

•       Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.

•       Provision of inputs to optimize the administrative business processes and implementation of the internal   standard operating procedures (SOPs).

•       Provision of inputs in preparation of the Dispensary budget and results-oriented workplans.

Ensures effective and efficient functioning of the UN Dispensary focusing on achievement of the following results: •       Assists  in making follow ups with Service Center on procurement issues; •       Assists  in the maintenance of statistical records; •       Assists in the preparation of periodic reports; •       Assists in the preparation of the UN Dispensary annual budget and the monthly monitoring. Ensures effective administrative and logistical support, focusing on achievement of the following results:

•   Liaise with the relevant UN agency to ensure shipments, customs clearance arrangements, preparation of documents for shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions

•   Support to organization of procurement processes including preparation of documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.

•   Arrangement of vehicle transportation, regular vehicle maintenance and insurance.

•   Checking and recording of vehicle daily log,gas consumption & preparation of Total cards replenishment

•   Update and maintenance of vehicle history report.Custodian for management of Dispensary medical supply, 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.

•   Extraction of data from various sources.

•   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.

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 unit. Accurate presentation of information strengthens the capacity of the Dispensary and promotes the image of UN/UNDP as an effective contributor to the development of the country.

Competencies:

Functional Competencies:      

Job Knowledge/Technical Expertise

•   Fundamental knowledge of processes, methods and procedures

•   Understands the main processes and methods of work regarding to the position

•   Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks

•   Demonstrates good knowledge of information technology and applies it in work assignments

Client Orientation:

Maintains effective client relationships

•   Reports to internal and external clients in a timely and appropriate fashion

•   Organizes and prioritizes work schedule to meet client needs and deadlines

•   Responds to client needs promptly

Promoting Accountability and Results-Based Management

Gathering and disseminating information

•   Gathers and disseminates information on best practice in accountability and results-based management systems

Core Competencies:

•   Demonstrating/safeguarding ethics and integrity

•   Demonstrate corporate knowledge and sound judgment

•   Self-development, initiative-taking

•   Acting as a team player and facilitating team work

•   Facilitating and encouraging open communication in the team, communicating effectively

•   Creating synergies through self-control

•   Managing conflict

•   Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.

•   Informed and transparent decision making

UNDP Procurement Certification programme

Required Skills and Experience:

Education: Secondary education.  First University Degree and Certification in administration of medical entities desirable.

Experience:  

•     5 years of relevant experience in administration or programme support services. Experience in managing and administering medical records. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

•   Knowledge of ATLAS and experience in working in a clinc is an advantage

•   Language Requirements: Fluency in the UN and national language of the duty station.

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.

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