The Senior Administrative Secretary position is located in the Medical Service Unit (MEDSERV), which forms part of the Human Resources Development Department (HRD). MEDSERV has a mandate to assist all ILO staff regardless of their location and opens from 08:00 to 17:00, on a daily basis.
The position will be required to provide a range of secretarial work of a responsible nature, including coordinating the work of the secretariat of MEDSERV, providing assistance to the clinical team, patients and visitors, and administering a system of electronic data collection and recording.
Medical confidentiality is essential to the functioning of MEDSERV. The successful candidate will be requested to sign a confidentiality clause as part of their contract to work.
Specific Duties:
Provide secretarial and administrative support to the clinical team in MEDSERV, including the organisation of training, meetings, preparation of missions. Receive and assist patients and visitors, respond to queries in person, by email or telephone.
Initiate, process and follow up on administrative actions in the enterprise resource planning (ERP) system (Integrated Resource Information System - IRIS) such as travel authorizations, purchase requisitions, purchase orders, external collaborator contracts. Prepare receipts for such purchases in IRIS. Verify that information is in compliance with applicable standards. Input complete data in IRIS.
Draft and follow up on general and administrative correspondence relating to MEDSERV.
Provide secretarial support and assistance in the production of health promotion information and educational materials prepared within the unit and ensure that adequate supplies of such materials are available on time.
Respond to medical needs by contacting the appropriate doctor or nurse during urgent and emergency situations, as a member of the emergency response team of MEDSERV.
Provide administrative support in the preparation of documentation for the United Nations Joint Staff Pension Fund and for the Compensation Committee. Maintain the filing system and follow-up of the medical material related to these bodies.
Maintain and update databases and prepare standard reports and statistics. Update information on the MEDSERV web page upon the request of the clinical team.
Liaise with external health-care providers to arrange appointments, seminars and presentations. Liaise with external doctors to obtain information and maintain relevant files.
Perform other general administrative duties such as maintaining the petty cash account for MEDSERV, ordering of non-medical stocks and equipment for the unit.
Keep abreast of changes to administrative rules, regulations, policies, procedures and guidelines and share information with staff, providing further clarification as required.
Perform other relevant duties as assigned.
Required qualifications:
Education:
Completion of secondary school education.
Experience:
Five years of relevant experience. Experience in an occupational health service will be considered an advantage.
Languages:
Excellent command of two working languages (English, French, Spanish), including the ability to draft administrative correspondence in both languages.
