Administration Assistant (Medico-Administrative Assistant)

Mid Admin

Overview

Provide administrative support to the UNGSC clinic.

You have:

• High school diploma is required.
• Four (4) years of progressive experience in administrative duties is required.
• Fluency in both Italian and English is required.
• A University degree (Masters or Bachelors degree) may substitute for some of the required number of years of experience.
• Experience in the medical administrative field is highly desirable.

Contract

This is a LICA-4 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 4 years of experience, depending on education. More about LICA-4 contracts.

Background Information - Job-specific

*** THIS IS A LOCAL POSITION FOR WHICH ONLY APPLICANTS WHO POSSESS THE ITALIAN NATIONALITY OR A VALID RESIDENCE AND WORK PERMIT IN ITALY ARE ELIGIBLE FOR CONSIDERATION ***

UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

The New York Service Cluster (NYSC) supports the United Nations Secretariat, as well as other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management.

The Sustainable Development Cluster (SDC) supports diverse partners with their peacebuilding, humanitarian and development operations. It was formed by combining the following portfolios: Grants Management Services (GMS), UN Technology Support Services (UNTSS), Development and Special Initiatives Portfolio (DSIP) It provides Services to partners' programmes that are designed, structured, and managed with a global perspective and primarily serving partners that are headquartered in New York. The SDC has a footprint of approximately 125 countries.

UNOPS has signed an agreement with the United Nations Global Service Center (UNGSC) who is charged within the operational and managerial responsibilities to ensure that security and health measures are undertaken and compliant with the United Nations Department of Safety and Security (UNDSS) protocols and the United Nations medical standards, policies and guidelines.

The agreement objectives for Physical Security and Safety Services for United Nations Information and Communications Technology Facility in Valencia, Spain (UNICTF) is to enable the conduct of activities while ensuring the safety, security and well-being of its personnel and providing quality nursing services that contribute to the good physical and mental health of staff are provided. Impact of work can affect the health of UNICTF personnel and consequence of error can affect human body physically and/or mentally and sometimes may be fatal.

The UNGSC clinic is an occupational health service for United Nations staff and employees in Brindisi. The clinic seeks to safeguard the individual’s health and safety in the workplace and promote a healthy work environment. The Clinic provides primary health care services and focuses on occupational health as a major area in their scope of work. This includes ergonomics in workplace assessment and individual advice, and occupational injuries and service-related incidents.

The global objective of having a qualified and experienced Medico-administrative assistant to the clinic is to ensure quality implementation of UNGSC Clinic operational strategies, support the daily functioning of the clinic and to coordinate logistical and administrative services efficiently.

The incumbent of this position will be a staff member of UNOPS under its full responsibility.

Functional Responsibilities

The incumbent will administratively report to UNOPS IT Project and Operations Manager in Valencia and, within delegated authority and under the technical coordination of the Clinic nurses of the Global Service Centre in Brindisi, the medico-administrative assistant will be responsible for the following duties:

Clinical duties:

• Provides clinic front desk support, receives and checks in patients and assists them in accessing services in a timely manner.
• Performs intake procedures and registration functions in the electronic clinic database and routes the services requested to the nurses and/or doctor for handling as required.
• Answers calls, provides information to callers, routes calls as appropriate, take clear & concise messages and contacts appropriate through the implementation of an appointment system.
• Maintains appointment books, schedules patients in the clinic, and organizes appointments with external facilities and/or medical specialists ensuring adequate provider coverage and smooth patient flow and customer satisfaction.
• Maintains and monitors calendar/schedule of the medical staff, prepares monthly statistics and activity reports, and communicates relevant information to staff and/or supervisors.
• Sets up meetings as requested, arranging for appropriate equipment and initiates follow-up calls as necessary and gathers information for meetings to assure a well-organized event
• Files and scans documents in the electronic medical database in order to maintain complete records regarding patients and clinic operations.
• Maintains and updates inventory of clinic supplies and assets monthly, documents and orders what is needed.
• Contacts and complete work orders for the IT and Facilities Management units.
• Assists the nurses in the preparation of budget and information for audit.
• Assists in distributing surveys and occupational health risk assessments in the workplace.
• Ensures provision of informative material for medical briefings, presentations and Occupational Safety and Health awareness campaigns
• Demonstrates professional, courteous, and respectful attitude during interactions with patients and guests of the clinic maintaining strict confidentiality.
• Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.

Monitoring and Progress Controls

Quality medical administrative support have an impact on the efficiency of the UNGSC Clinic. Accurate and timely production and processing of administrative documents and requirements strengthens the capacity of the UNGSC Clinic.

The result of work of the medico- administrative assistant increases customer satisfaction and contributes to the good health and wellbeing of the UNGSC personnel. The incumbents’ own initiative and ability to handle multiple priorities and to deal calmly with clients under stressful health situations is decisive in results of work and timely finalization.

The result of work will also ensure proper processes and methodologies are followed and implemented according to the United Nations medical standards, policies and guidelines.

Education/Experience/Language requirements

* FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY * CANDIDATES WITH NO UNITED NATIONS OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY

Education - High school diploma is required. - A University degree (Masters or Bachelors degree) may substitute for some of the required number of years of experience.

Work Experience Required:

• Four (4) years of progressive experience in administrative duties is required.

Desirable (The following experience is optional. Candidates who do not have it are welcome to apply):

• Experience in the medical administrative field is highly desirable.

Languages - Fluency in both Italian and English is required. - Knowledge of another official United Nations language is an asset.

Contract type, level and duration

Contract type: Individual Contractor Agreement (ICA) Contract level: Local Individual Contractor Agreement (LICA 4) - (part-time 50%) Contract duration: Open-ended (renewable subject to funds availability and satisfactory performance)

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background Information - Sustainable Development Cluster

Based in New York, the Sustainable Development Cluster (SDC) supports diverse partners with their peacebuilding, humanitarian and development operations.

The SDC’s services include grants management, development and special initiatives support, and technology support to the UN and UN agencies.

The SDC is part of the New York Service Cluster that supports the United Nations Secretariat, as well as a broadening community of other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management.

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Potential interview questions

Added 4 years ago - Updated 1 year ago - Source: jobs.unops.org