Background of the Assignment
The Business Support Assistant (Wellness) role focuses on monitoring, quality assurance, process optimization, and risk identification related to medical clearances, sick leave, and associated medico-administrative workflows across Country Offices (COs). The primary objective is to ensure consistency with WFP standards while maintaining efficient workflows and avoiding duplication of HQ clinical or decision-making functions.
Key Responsibilities
Medical Clearance Oversight and Workflow Management
- Maintain end-to-end visibility of the medical clearance pipeline across assigned COs.
- Monitor the status of cases (pending, incomplete, delayed) and proactively follow up to prevent operational delays.
- Ensure submissions meet minimum documentation and quality standards prior to medical review.
- Identify recurring issues (e.g., incomplete submissions, delays, system gaps) and implement corrective actions.
- Serve as a regional focal point for coordination between COs, HR, and Medical Officers.
Sick Leave Monitoring and Risk Surveillance
- Support the implementation of sick leave processes across COs in line with WFP policies.
- Monitor patterns, trends, and prolonged absences, ensuring timely escalation of high-risk cases.
- Establish and maintain tracking mechanisms for recurrent and long-term sick leave cases.
- Support early identification of occupational, psychosocial, or environmental health risks through data trends.
Medico-Administrative Quality Assurance
- Ensure consistency, completeness, and accuracy of medico-administrative documentation across COs.
- Conduct periodic quality checks and validation reviews of submissions and records.
- Maintain audit-ready documentation systems in compliance with WFP and UN standards.
- Promote adherence to confidentiality and data protection principles in all processes.
Process Optimization and System Strengthening
- Adapt and implement field-appropriate workflows and guidance for medical clearances, sick leave processes, and medical documentation standards.
- Identify inefficiencies and bottlenecks and recommend practical, field-adapted solutions.
- Develop and maintain simple tools (trackers, checklists, dashboards) to support CO operations.
- Contribute to the harmonization of medico-administrative practices across COs.
Stakeholder Coordination and Operational Support
- Act as a key coordination point between COs, HR, the Medical Unit, and relevant stakeholders.
- Provide clear guidance and support to COs to improve compliance and efficiency.
- Facilitate resolution of medico-administrative issues through effective coordination.
- Support onboarding and orientation of staff on medico-administrative processes.
Duty of Care and Risk Escalation
- Identify and escalate critical or sensitive cases requiring urgent attention.
- Support monitoring of Duty of Care risks related to delays, access to care, or administrative gaps.
- Provide data-driven inputs to Medical Officers and management for risk-informed decision-making.
- Ensure strict adherence to confidentiality and ethical standards.
Targeted Operational Support
- Manage medical travel documentation.
- Coordinate administrative requirements for referrals and MEDEVAC cases.
Qualifications & Experience Required
Education:
- Completion of secondary school education.
- A post-secondary certificate in a related functional area is required; a university degree is highly preferred.
Experience:
- At least three (3) years of experience in healthcare administration, or within UN/NGO deep field environments.
- Experience in process ownership and oversight across multiple duty stations.
- Proven record in quality assurance, risk monitoring, and system strengthening.
- Experience providing decision-support through analysis and reporting.
- Ability to exercise independent judgment and problem-solving beyond transactional tasks.
Skills and Knowledge:
- Strong analytical and organizational skills.
- High level of discretion and confidentiality.
- Ability to manage complex workflows across multiple duty stations.
- Strong coordination and stakeholder engagement skills.
- Ability to identify risks and propose practical solutions.
- Familiarity with UN/WFP systems such as Workday or Medgate is an advantage.
Languages:
- Fluency in English (Level C). Knowledge of a second U.N. language is an added advantage.
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