Senior Nurse and Medical Administrative Assistant

Grade

GS5General Service

Reason

Temporary > Temporary Assignment/ AppointmentA (least hardship)Family<p></p><p></p> 2024-11-012025-04-30November 14, 2024

Standard Job Description

Senior Nurse and Medical Administrative Assistant

Organizational Setting and Work Relationships

The Senior Nurse and Medical Administrative Assistant is under direct supervision of Senior Medical Officer (SMO).

As part of the Medical Section team, and in support to the SMO, the Senior Nurse and Medical Administrative Assistant will provide administrative, logistic support to the health projects/programmes and emergency support identified at strategic planning S/he will also collaborate very closely with other regional/HQ medical offices. The incumbent works in strict respect of medical confidentiality. 

This position is responsible for supporting the Medical Section’s daily administrative activities in the duty station and supporting the implementation of health promotion programmes, travel medicine and emergency medicine and occupational health interventions.

The Senior Nurse and Medical Administrative Assistant is expected to regularly update his/her medical competencies and knowledge, as for all medical colleagues, especially within the domains of travel medicine, infectious diseases, occupational medicine and emergency and disaster medicine.

The Senior Nurse and Medical Administrative Assistant should be aware of the rules and procedures regarding the social security of UNHCR staff and their families, strong experience in and familiarity with occupational health and safety standards. 

Work relations within UNHCR foresee contacts daily with clients in the duty station in respect of medical evacuations, sick leave, education and dependency grants and other medical administrative matters. It also foresees working relationships with health care providers, interagency counterparts and other stakeholders. The post requires a strong degree of cultural awareness and capacity to positively interact with people of diverse backgrounds.

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

Medical-Administrative

• 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.
• Exercise absolute confidentiality when dealing with medical issues. 
• Receive clients, arrange client consultations and respond to enquiries of a medical-administrative nature. 
• Prepare correspondence of a medical and semi-technical nature. 
• Provide administrative support to travel, training and other operational activities of the SMO if needed.
• Utilizing occupational health electronic record system.
• Process mission requests, recruitment, periodic and exit examinations and verify that the medical file is complete. 
• Process requests for medical evacuations of staff.
• Handle all documentation relating to maternity leave, sick leave and, if necessary, forward sick leave notices to the administration. 
• Consolidate statistics in respect of mortality and morbidity, evacuations, service incurred accidents, sick leave, compensation claims, and disability cases for the countries of responsibilities. 

Nursing

• Perform medical travel advice.
• Administer recommended vaccines on a case-by-case basis (following standard operating procedures of the Medical Section which are based on World Health Organization and Centers for Disease Control recommendations) and record the administered vaccines on the international vaccination card and in the staff member’s medical dossier.
• Provide support to the SMO in the planning, implementation and evaluation of health protection programmes concerning UNHCR staff.
• Assist SMO in the conduct of health hazard evaluations at duty stations through epidemiological survey, etc.; as well as in the implementation of interventions to address prevailing identified health problems.
• Provide training in first aid, BLS, ergonomics, and any other relevant health educational topic.

• Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
• 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.

Certificates and/or Licenses

*Nursing;

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

Relevant Job Experience

Essential

Minimum 2 years of experience in nursing, of which at least 3 years should be in a capacity directly relevant to the current position, preferably in a UN medical service or equivalent environment. Experience, with ongoing professional development in the field of travel/tropical medicine, occupational health and emergency medicine. Experience in project management in health promotion, prevention and protection interventions. 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. Strong experience in and familiarity with occupational health and safety administrative. Experience in dealing with multiple crises and emergency settings; ability to come up with innovative and creative solutions to operational challenges. Experience in managing occupational health and safety record systems software's. Strong experience in IT. Valid nursing certificate is a must.

Desirable

Completion of formation (diploma/ baccalaureate) medico-assistant. Completion of the Secondary education with post-secondary training/certificate in Business Administration, Finance, Human Resources or related field. Experience in UNHCR administrative procedures in travel management, purchase ordering and/or requisitioning. Extensive knowledge of all UN-wide health care policies and protocols (e.g. medical evacuation procedures, etc.). Knowledge of the occupational health electronic record system. Experience or training in Occupational Health. Training in the field of travel/tropical medicine and emergency medicine (certification in PHTLS, BLS, ACLS), are an asset. Training/instructor certification and experience and facilitation is an asset. Extensive knowledge of the WHO International Statistical Classification of Disease and Related Health Problems (ICD10). Knowledge of UNMIS, MIP and UN Compensation Committee and Pension Fund Rules.

Functional Skills

*CO-Drafting and Documentation;

*IT-Microsoft Office Productivity Software;

*WB - OSH risk assessment;

*MD-Tropical and Infectious Diseases;

*MD-General nursing skills;

MD-Ability to plan and execute a vaccination campaign;

MD-Clinical knowledge application in an organizational setting;

(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.

Competency Requirements

All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.

Core Competencies

Accountability

Communication

Organizational Awareness

Teamwork & Collaboration

Commitment to Continuous Learning

Client & Result Orientation

Managerial Competencies

Not specified.

Cross-Functional Competencies

Analytical Thinking

Planning and Organizing

Stakeholder Management

Change Capability and Adaptability

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.

The Senior Nurse and Medical Administrative Assistant plays a crucial role in supporting the health projects and emergency support initiatives of the Medical Section under the supervision of the Senior Medical Officer (SMO). The incumbent is responsible for providing both administrative and nursing services while ensuring the confidentiality of medical information. This role demands a strong foundation in nursing, excellent organizational skills, and a collaborative approach to working with diverse stakeholders.

Key Responsibilities
• Provide administrative support for medical consultations, documentation, and health programs.
• Maintain strict confidentiality regarding medical information and client interactions.
• Conduct health hazard evaluations and assist in implementing health protection programs.
• Provide travel medicine advice according to established guidelines.
• Support the management of occupational health records and medical evacuations.

Minimum Qualifications
Years of Experience / Degree Level
• Experience: Minimum 2 years in nursing.
• Education: Nursing certification is essential.

Field(s) of Education
• Nursing or equivalent healthcare-related field.

Certificates and/or Licenses
• Valid nursing license is mandatory.

Relevant Job Experience
Essential Experience
• Strong background in nursing and experience in travel/tropical medicine, occupational health, and emergency medicine.
• Proven ability to manage health promotion projects and engage in preventive interventions.
• Familiarity with administrative processes in a medical context, including handling medical leave and evacuations.
Desirable Experience
• Additional qualifications in medical assistance or business administration.
• Experience with UNHCR procedures and policies, particularly in travel management and medical protocols.
• Knowledge of occupational health electronic record systems and WHO health classifications.

Functional Skills:
• Essential:
o Drafting and documentation proficiency.
o Advanced skills in Microsoft Office and digital health records.
o Understanding of occupational health and safety standards.
• Desirable:
o Training in first aid, BLS, and emergency response.
o Skills in planning and executing vaccination campaigns.

Language Requirements
• Proficiency in English and Spanish; knowledge of Portuguese is advantageous.

Competency Requirements
Core Competencies
• Accountability
• Communication
• Organizational Awareness
• Teamwork & Collaboration
• Commitment to Continuous Learning
• Client & Result Orientation

Cross-Functional Competencies
• Analytical Thinking
• Planning and Organizing
• Stakeholder Management
• Change Capability and Adaptability

Personal Attributes
• Strong interpersonal skills and cultural sensitivity.
• Ability to thrive in a diverse and fast-paced environment.
• Innovative problem-solving skills in crisis situations.This position doesn't require a functional clearanceEnglish

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Skills

CO-Drafting and Documentation, IT-Microsoft Office Productivity Software, MD-Ability to plan and execute a vaccination campaign, MD-Clinical knowledge application in an organizational setting, MD-General nursing skills, MD-Tropical and Infectious Diseases, WB - OSH risk assessment

Education

Certifications

Nursing - Other

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