International Telecommunication Union - Medical Administrative Assistant

The General Secretariat directs all the administrative and financial aspects of the Union's activities, including the implementation of the provisions of the administrative regulations on operational questions, the dissemination of information on telecommunication matters for operational and other purposes, the provision of legal advice to the Bureaux of the Union and the departments of the General Secretariat, logistic support to the Union's activities including conferences, the coordination of the work of the Union with other international organizations, the dissemination of information to the Member States and Sector Members, press, corporate and individual users of telecommunications and the general public. The General Secretariat is also responsible for the organization of world telecommunication exhibitions and forums.

Organization Unit:

Within the General Secretariat, the Human Resources Management Department (HRMD) advises the Secretary General on human resources management. It manages ITU's resources ensuring consistency with ITU strategies, policies, regulations and rules as well as UN Common System policies. It efficiently manages the human capital of the Union; creates a stimulating and supportive work environment and encourages organizational creativity and performance measurement based on results. Duties / Responsibilities Under the direct supervision of the Medical Advisor, the incumbent will perform a full range of medico-administrative support functions in collaboration with the medical team in the absolute respect of medical secrecy and confidentiality:

  • Ensure smooth and efficient information flow within the Medical Service; prepare and process confidential medical information; assist in the development of office administrative systems and procedures.

  • Prepare or create the files for the Medical Advisor's daily appointments; create new files sheets for new staff/non-staff members; maintain medical files (both paper and electronic) and medical databases for the Medical Service.

  • Maintain calendar/schedules of the Medical Advisor, monitor changes and communicate relevant information to appropriate staff member.

  • Process medical clearances of worldwide staff members of the ITU regarding fitness for work, in case of new appointment, change of contract or of duty station, return to work, post adjustment or risk assessment.

  • Ensure the validation of the medical certificates by the Medical Advisor and follow-up on long-term sick-leave matters with staff members, and communicate with external medical consultants to receive medical reports on staff members.

  • Administer and ensure the follow-up of sensitive cases of long-term sick leaves, disability cases, and compensation claims cases for ITU staff members.

  • Provide necessary administrative support for recommendation for staff's children regarding special education grant and/disability awards.

  • Manage medical supplies including inventory and order of medications and materials.

  • Respond or draft responses to a wide range of correspondence and other communications and prepare documents and reports.

  • Assist in the preparation of presentation materials using appropriate technology/software.

  • Provide assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.

Under the guidance of the Staff Counsellor, the incumbent will provide administrative support for the smooth functioning of counselling services:

  • Update the information on the intranet relative to Staff Counselling services; ensuring distribution in appropriate venues of Staff Counselling communication tools; and centralizing access to documents, policies and Service Orders relevant to staff wellbeing.

  • Provide administrative support to the Staff Counsellor in the preparation of training materials related to Staff Counselling.

  • Assist with administrative matters pertaining to mission travel and emergency deployments.

  • Bring to the attention of the Staff Counsellor any unusual, complex or contentious situation.

  • May be called upon to interface with staff and relatives inquiring or wishing to access Staff Counselling services; ensure that clients' identities and any information related to them are kept strictly confidential.

Perform any other related duties that may be required for the Medical Service or Staff counselling services. Competencies

  • Core Competencies: Applying Expertise; Effective Communication; Learning and Knowledge Sharing; Organizational Commitment; Results-Focused, and; Teamwork and Collaboration.

  • Essential Functional Competencies: Client and Service Orientation, and; Planning and Organizing.

  • Essential Technical Competencies: Very good knowledge of computer applications for word and data processing (e.g., Word, Excel, PowerPoint, web publishing/content management, outlook, etc.). Knowledge of Electronic Medical File software and/or Medical Record Database System would be an advantage.

  • Qualifications required Education:
    Complete secondary education with a diploma OR complete equivalent technical or commercial studies with a diploma. For internal candidates, obligatory schooling in combination with ten years of qualifying experience may be accepted in lieu of complete secondary education with a diploma for promotion or rotation purposes. Experience:
    At least five years of experience in the field of the post. (A maximum of three years of studies in the field of the post and in a recognized school may replace the required experience on the basis of one year of education for one year of experience.) Experience in the administrative secretariat of a medical facility (medical center, medical office, hospital, etc.) and/or an administration working in the field of occupational health would be an advantage. Languages:
    Knowledge of one of the six official languages of the Union (Arabic, Chinese, English, French, Russian, Spanish) at advanced level and knowledge of a second official language at intermediate level. Knowledge of a third official language would be an advantage. Additional Information: