Business Support Assistant (Wellness) SSA-3
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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
1. 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).
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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.
8. 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.
9. Other Duties
Perform other related duties as required in support of the Medical/Wellness Unit.
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
