UN Clinic Administrative Analyst at 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
 

• 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.
• 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.
• 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.
• 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.
• 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.

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..