Administrative Assistant for the Staff Health Unit

Administrative Assistant for the Staff Health Unit (half a year contract) 

Based in Kyiv, Ukraine

The International Committee of the Red Cross (ICRC) is an impartial, neutral and independent organization whose exclusively humanitarian mission is to protect the lives and dignity of victims of armed conflict and other situations of violence and to provide them with assistance.

The ICRC is mandated to work in countries affected by armed conflict or other situations of violence. The ICRC is present in over 80 countries and has some 13,000 field staff.

In 2014, the ICRC expanded its presence to Ukraine. There are about than 600 ICRC staff working in Kyiv, Sloviansk, Severodonetsk, Mariupol, Donetsk, Luhansk and Odesa.

ICRC is Equal Opportunity Employer giving highest priority to staff safety and security.

For more information, visit website: http://www.icrc.org/

      AIM OF THE POSITION 

Administrative Assistant provides office support to the Staff Health Unit in Ukraine. The Unit ensures access of the ICRC Staff based in Ukraine to the quality healthcare and interacts as a medical resource center for the staff health related matters. In line with ICRC staff health strategy and in collaboration with medical personnel on the spot, the Staff Health Unit promotes and maintains the physical and mental health of ICRC staff. The Administrative Assistant 1 will specifically focus his/her work on execution of the administrative procedures related to the routine health coverage, accident and occupational disease insurances. In addition, the Assistant will participate to delivery of care through support in interpretation during medical appointments of non-Ukrainian-Russian speaking ICRC Staff based in Ukraine.

      CORE RESPONSIBILITIES

• ICRC Default Health coverage. Compliance with Finance and Administration (F&A) Manual and/or other relevant institutional guidelines. Demonstrates good knowledge of the administrative procedures related to the health coverage, accident and occupational disease coverage. In strict adheres to the procedures as defined in the abovementioned guidelines strictly executes the administrative procedure related to reimbursement of the individual medical bills. Receives and checks all the individual bills from employees for reimbursement, translates them into English, prepares all the respective files (cover sheets, green stickers, etc.).
• Promotion of the health coverage.  Acts as the contact person for all employees with delegation contracts regarding medical problems and accidents; explains the arrangements regarding health insurance for employees with resident contracts.
• Medical confidentiality. Maintains strict confidentiality with regard to all medical information.
• Administrative support, medical appointments. Supports ICRC staff in setting medical appointments, interprets during medical appointments upon the request of the Staff Health Officers 1 or 2. Provides written translation of the medical documentation form Russian or Ukrainian upon the request of the Staff Health Officers 1 or 2.
• Accidents and occupational diseases. Executes administrative procedure related to accidents and occupational disease cases as per the ICRC institutional guidelines.
• Reference Hospitals. Acts as a focal point for administrative matters with the ICRC reference hospitals in the area of responsibility. Receives and processes bills, prepares them for payment, ensures coding of the individual cases as per the ICRC F&A Manual (through the internal Excel tool). Ensures that the reference facilities have an updates list of the ICRC staff and their family members, who are entitled to benefit from the health coverage. 
• Monitoring of the expenses related to the health coverage. Maintains the “Delegation employees-medical fees-detailed overview” spreadsheet, shares its non-confidential part with the relevant internal interlocutors (Finances, HR).
• Medical information and reporting. Maintains the archive of the medical cases and related documents, adhering to the rules of confidentiality of the medical data.
• Share Point, Team Space. Maintains the appropriate section of the Team Space and the Share Point.
• Reporting. Collects the necessary data for quarterly staff health report.

The tasks and responsibilities defined above are not exhaustive and can evolve depending on organizational needs.

POSITION REQUIREMENTS

      Education and professional qualifications

• Medical, pharmaceutical or biological training (college or university)
• Good command of English, fluent knowledge of Ukrainian and Russian
• Computer skills, including Microsoft Office suite
• Good knowledge of local healthcare facilities would be a strong asset
• working experience in an insurance company would be an asset
• good knowledge of local and international treatment protocols would be an assert

      Personal Competencies

• Strongly motivated by humanitarian work;
• Good communication skills;
• Flexibility to respond to changing circumstances;
• Able to follow directions diligently and work within a specified framework;
• Team work and partnership working skills;
• Willingness to learn and support others in their learning;
• Ability to adhere to existing procedures, accuracy while implementing them;
• Ability to work independently and with a sense of initiative.

HOW TO APPLY

Please submit your CV in English, along with your motivation letter by 02.12.2020

Only candidates meeting the above-mentioned criteria will be considered and contacted for tests and/or interview. No queries by phone please.