UN Clinic Administrative Analyst

Job description:

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.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
Background and organizational context
UN field personnel are exposed to various health and security hazards that may result in disease; psychological trauma and life threatening injuries. Dedicated, effective primary health, occupational health and emergency medical services may mitigate negative outcomes of trauma, injuries and health complications providing better chances for saving lives as well as for faster and better recovery.
The UN Clinic, is part of the UN common services of the UN country team in Nigeria and administered by UNDP.
Position Purpose:
Under the guidance and supervision of the UN Clinic Physician, the Administrative Analyst is responsible for effective delivery of financial, budgetary and administrative support to the UN Clinic. This will involve the implementation of Operational Strategies, the effective and efficient functioning of the UN Clinic, coordination of administrative and logistical services as well as knowledge building and sharing.
The UN Clinic Administrative Analyst will work in close collaboration with UN agencies, UNDP service center and other units for the successful delivery of the UN clinic, and coordinates administrative functions for both UN Clinic Abuja and Maiduguri.
Key Duties and Accountabilities
1. 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 Clinic budget and results-oriented workplans.
2. Ensures effective and efficient functioning of the UN Dispensary focusing on achievement of the following results:
Collaborate with Service Centre on procurement issues;
Maintenance of statistical records;
Preparation of periodic reports;
Preparation of the UN Clinic annual budget and the monthly monitoring.
3. Ensures effective administrative and logistical activities, focusing on achievement of the following results:
Initiate and follow through procurement processes including preparation of documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs;
Coordinate vehicle transportation, regular vehicle maintenance and insurance;
Supervise the recording of vehicle daily log gas consumption & preparation of Total cards replenishment;
Coordinate the maintenance of vehicle history report, custodian for management of Clinic 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;
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;
Management 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;
Manage deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
Preparation of budget, provision of information for audit.
4. 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.
5. Additional roles under the supervision of Un Clinic Physician:
Coordinate administrative functions for both UN Clinic Abuja and Maiduguri;
Manage the implementation and expansion of Direct billing system by the addition of more Health Insurance (MSH, Allianz, SHI etc.) to the direct billing system for both Abuja & Maiduguri Clinics;
Automation and maintenance of invoicing system;
Coordinate administrative procedures for health emergencies under the Clinic (such as recent COVID/SARI); and
Organize and coordinate medical outreaches organized by the Clinic for staff/dependents benefit;
Manage collaborations with other UNDP units/UN agencies to improve UN Clinic overall delivery;
Analyze surveys feedback, for reporting and management decision making;
Publication of periodic newsletters.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Competencies
Core Competencies
Achieve Result: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline;
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements;
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback;
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible;
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident;
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships;
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.
Cross-Functional & Technical competencies
Business Direction & Strategy
System Thinking
Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.
Business Management
Portfolio Management
Ability to select, prioritize and control the organization’s programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimizing return on investment.
Customer Satisfaction/Client Management
Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.
Communication
Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience;
Ability to manage communications internally and externally, through media, social media and other appropriate channels.
Resource Management
Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity.
Ethics
UN policy knowledge
Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity.
Business Development
Knowledge Facilitation
Ability to animate individuals and communities of contributors to participate and share, particularly externally.
Requirements:
Minimum education requirements:
Advanced university degree (master’s degree or equivalent) in social sciences, business management, administration, or any other relevant field of discipline OR;
A first-level university degree (bachelor’s degree) in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
Experience, knowledge and skills:
Up to 2 years (with Master’s degree) or minimum 2 years (with Bachelor’s degree) of relevant professional work experience with both national and international organization/s in Health management, Office management, administration, budgeting, ICT, human resources, procurement, or any other relevant function;
Good experience in the use of Microsoft Office applications is an added advantage;
Work experience in emergency duty station is desired;
Gender and diversity awareness experience is desired.
Language:Fluency in English and local working language of the duty station is required..
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Job Type:Full time