MEDICAL ADMINISTRATIVE ASSISTANT

Org. Setting and ReportingThis position is located in the Medical Team of the United Nations Verification Mission in Colombia (UNVMC) in Bogota. The Medical Administrative Assistant will report to the Medical Officer/Chief of Medical Team and will assist the Medical Team with handling daily administrative and routine activities of the mission as assigned. ResponsibilitiesHuman Resources Management: - Performs various actions related to the administration of the work unit’s human resource activities, e.g., separation of staff members, training etc., consistently applying UN rules, regulations, policies and procedures; - Liaises with central administration/executive services as required; - Maintains files; -Prepares personnel actions through the UN's current electronic tools, e.g. Umoja; - Provides advice and answers general queries on procedures and processes; -Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations; - Monitors assigned staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff. Budget and Finance: - Provides assistance in the preparation and development of the office’s work program and budget; - Assists in monitoring the budget/work program with respect to various budgets, trust funds, grant and other funds on a regular basis, and records reallocation as necessary; - Collects data from relevant databases and assist in preparation of financial reports; - Provides assistance in the review, and preparation of the budget reviews and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements for the mission including programmatic aspects; -Monitors compliance with the medium-term plan and other legislative mandates; - May assist managers in the elaboration of resource requirements for budget submissions; - Monitors budget implementation/expenditures and records reallocation of funds as necessary; Reviews requisitions for goods and services to confirm (a) that correct objects code of expenditure have been charged, and (b) availability of funds; - Monitors extra-budgetary resources, in line with agreements and cost plans with special attention given to regulations and rules and established policies and procedures; Assists in the preparation of budget performance submissions; - Assists in finalization of budget performance reports with attention given to variances between approved budgets and actual expenditures. - Supports the Hospital Payments and medical Contracts. General Administration: - Provides guidance to mission and/or subordinate staff. May provide assistance in reviewing host country medical/health agreements, budget agreements, or contributions for grants or other activities within assigned areas; - Identifies and reports issues/problems as they arise, and recommends appropriate actions; - Coordinates regularly with service units and liaises as needed with internal team members both at the mission and in outstations; - Performs other related administrative duties, as required (e.g., travel, monitoring accounts and payment to vendors and contractors for services, reviews physical space plans/inventory and assists in the identification of office technology needs, maintenance of equipment, software and systems, organizes and coordinate seminars, conferences, broadcast, flyers and medical campaigns); - Provides support in the creation of documentation for medical contracts Terms of Reference (ToR), Scope of Work (SoW), preparation of technical criteria as well as reports, drafts of Purchase Request Form (PRF), extension memos and CPRT documentation; -Update contracts and ensure the complete national health care facilities network updated; - Prepares monthly Occupational Safety and Health (OSH) reports and committee meetings material, updating the information and keep all electronic information and resources available for focal points. CompetenciesProfessionalism: Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings. Client orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client. EducationHigh school diploma or equivalent is required. Job - Specific QualificationTechnical training in Finance, Budget, Human Resources Management, or Administration is desirable. Work ExperienceA minimum of five (5) years of progressively responsible experience in administration, finance, budget, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher. Experience using word processing and spreadsheets is required. Experience using the United Nations administrative electronic tools, such as UMOJA or other Enterprise Resource Planning (ERP) systems is desirable. Experience with the United Nations Rules, Regulations, Manuals and Policies is desirable. Experience working in a health facility is desirable. Experience working at UN Agencies in this capacity is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this position, fluency in oral and written Spanish and English is required. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special NoticeThis position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. Candidates interested to work for the United Nations Verification Mission in Colombia may wish to check out our Realistic Job Preview videos to get an idea of the living and working conditions in different duty stations in Colombia.: https://www.youtube.com/playlist?list=PL-8SCkVjg-e3073SwTDG1VQf1oLTWfUQ4 United Nations ConsiderationsAccording to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.