Business Support Assistant

BACKGROUND OF THE ASSIGNMENT

The 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), ensuring consistency with WFP standards while avoiding duplication of HQ clinical or decision-making functions

RESPONSIBILITIES

 Medical Clearance Oversight and Workflow Management

• Maintain end-to-end visibility of the medical clearance pipeline across assigned COs.
• Monitor 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 regional focal point for coordination between COs, HR, and Medical Officers (without performing clinical decision-making).

Sick Leave Monitoring and Risk Surveillance

• Support 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 a tracking mechanism 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 Field-Level 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 harmonization of medico-administrative practices across COs.

Stakeholder Coordination and Operational Support

• Act as key coordination point between COs, HR, 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 Support 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 inputs to Medical Officers and management for risk-informed decision-making.
• Ensure strict adherence to confidentiality and ethical standards.

Data Management, Reporting, and Decision Support

• Maintain and oversee accurate medico-administrative data systems (e.g., Medgate, Workday, trackers).
• Develop and maintain dashboards and reporting tools for: Medical clearance pipeline, Sick leave trends Operational risks and delays
• Produce regular analytical reports highlighting trends, risks, and recommended actions.
• Support health risk assessments and planning through data-driven insights.

Targeted Administrative and Operational Support

Provide targeted support for:

• Medical travel documentation
• Referral and MEDEVAC administrative coordination
• Support administrative readiness of medical activities without duplicating HQ or clinical roles.

 Other Duties

• Perform other related duties as required in support of the Medical/Wellness Unit.

QUALIFICATIONS & EXPERIENCE REQUIRED

Education:

• Completion of secondary school education. A post-secondary certificate in the related functional area and preferably supplemented by a university degree.

Experience:

• At least three years of experience in healthcare, UN or NGO deep field experience.
• Exercises process ownership and oversight across multiple duty stations
• Performs quality assurance, risk monitoring, and system strengthening functions
• Provides decision-support through analysis and reporting
• Requires independent judgment, coordination, 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 (Workday, Medgate) is an advantage

Languages:

• Fluency in English. Knowledge of a second U.N language will be an added advantage