The Administrative and Financial Assistant of the UN clinic performs his duties under the direct supervision of the doctor in charge of the UN clinic. The United Nations clinics operate under the general supervision of UNDP with respect to all management matters.

Technical supervision of the doctor and medical personnel in the field and performance evaluation are carried out by the UN Medical Director in collaboration with the WHO Representative at country level.

Summary of Functions:

Under the supervision of the UNDP Operations Officer and the direct supervision of the United Nations Doctor, the Administrative and Financial Assistant will perform the following functions:

• Monitoring of purchases and acquisition of goods and services from the Clinic;
• Support for logistics management;
• Support for personnel management;
• Administrative and financial support of the Clinic.

1. Monitoring of purchases and acquisition of goods and services from the Clinic:

- On the basis of the annual planning provided, research of pro forma for the needs of the dispensary, in particular in local medical products, IT equipment and consumables, office equipment and cleaning products, etc. and purchases of these goods, in accordance with the rules and procedures of UNDP in matters of purchases, in collaboration with the General Services;

- Monitoring of supplier payments.

2. Responsible for the logistics management of the Clinic:

- Monitoring the maintenance of Dispensary equipment (vehicles, generator, IT equipment, laboratory equipment);

- Monitoring and management of the fuel supply of the Dispensary (generator and vehicles);

- Verification and recording of the daily fuel consumption of vehicles and the generator set;

3. Support for the administrative management of Dispensary staff:

- Preparation of requests for payment from Dispensary staff (drivers and cleaner);

- Management of the working hours of the Dispensary drivers;

- Establishment of attendance sheets for Dispensary staff;

- Follow-up with Human Resources of leave requests, R&R, absence return sheets, etc.

4. Administrative support of the Clinic:

- In charge of quarterly reports to be sent to the New York Medical Service;

- Regular updating of the list showing the situation of staff, dependents and beneficiaries of the services of the United Nations Dispensary;

- Contacts with visitors and staff, arrangement and meetings and meetings;

- Maintaining the correspondence register and receiving telephone calls;

- Keeping vaccination records;

- Contacts with health services (hospitals, pharmacies);

- Contacts with hospitals and clinics of evacuation centers (South Africa and Kenya);

Involvement in the planning of needs on pandemic influenza which prevails in the world (it is the calculation of needs according to the number of staff and dependents in the respective respective agencies); responsible for monitoring, evaluating and fine-tuning the stock situation of each agency. 

1.      Global Responsibility and teamwork:

- Serves and contributes to the vision, mission, values ​​and strategic objectives of UNDP

- Participates effectively in an environment based on teamwork, information sharing, collaboration and cooperation with others

- Reacts flexibly and positively to change, through active participation.

2. Interactive Skills:

- Establishes performance standards and objectives, and assumes the related responsibilities

- Research and apply knowledge, information and good practices from inside and outside UNDP

- Plans and produces quality results to achieve the objectives

- Contributes innovative and practical ideas and approaches to deal with complex situations

- Strives to provide quality services focused on the client (internally and externally)

6. Communication:

- Demonstrates good written and oral communication skills

7. Knowledge of work and Expertise:

- Performs daily tasks efficiently and systematically

- Uses Information Technology as a tool and as a resource

Is motivated and demonstrates an ability to pursue personal development and learn.

1-     Education:

Hold at least a License in one of the following fields: Administration, Finance / Accounting, Management or any other related discipline.

2-     Experience:

• Have at least 5 years of relevant experience in administrative and / or financial management; or in the management of projects / programs.
• Computer skills (MS-Office: Windows, Word, Excel, etc.);
• Proficiency in United Nations system procedures in administrative and financial management, procurement of goods and services is an asset.

3-     Languages ​​Required:

Fluency in French and good understanding of English. 

Contract Duration: One Year