Peace Corps recrute un secrétaire médical (H/F), Yaoundé, Cameroun
Position : Medical Secretary
Supervisor : Peace Corps Medical Officer (PCMO)
POSITION DESCRIPTION :
This position performs administrative duties in support of the Health Unit. The Medical Secretary (MS) works under the guidance of the Peace Corps Medical Officer (PCMO) and reports to the Country Director (CD) for administrative issues.
The MS is responsible for providing administrative support, including but not limited to; working as the Health Unit receptionist, screening phone calls, taking messages, coordinating requests, scheduling medical appointments, distributing of medicines to Peace Corps Volunteers (PCVs) under PCMO oversight, and other clerical and administrative functions in support of the PCMO.
Salary : Grade Equivalency: 7, range 7,478,030 – 13,086,560 FCFA annual basic salary plus additional allowances.
Location : Yaounde, Cameroon
Application opens : March 04, 2022 Application closes: March 17, 2022
Supervisory role : No
The MS will have the following roles and responsibilities :
MAJOR DUTIES AND RESPONSIBILITIES :
SUPPORT TO THE HEALTH UNIT :
The Medical Secretary coordinates responsibilities directly with the PCMO. The MS must adhere to confidentiality regarding PCVs medical issues and possess excellent interpersonal and administrative skills.
Administrative Support :
- Screens phone calls and takes messages when PCMOs are unavailable ;
- Places and returns telephone calls for the Health Unit, including scheduling, modifying and canceling appointments in coordination with PCVs, PCMOs, and others (including consultants and laboratories) ;
- Follows-up on outstanding consultant and laboratory reports, ensuring this information is relayed to the PCMOs for review ;
- Drafts correspondence such as letters, memos, and fax covers, etc. at the request of the PCMOs to consultants, PCVs, laboratories, hospitals, etc. ;
- Routes incoming correspondence to PCMO, stamps and files correspondence ;
- Utilizes PCMEDICS to assist the PCMOs and backup provider in the documentation and delivery of PCV health care, and to document clinical care given as trained ;
- Responsible for scanning, labeling, uploading and filing all documents into PCMEDICS after PCMO review and signature, also ensures that three PCV identifiers are on each page of each document ;
- Prepares envelopes and packages, including laboratory samples and medical supplies to be sent to PCVs, training sites, and other destinations, forwarding them to the appropriate administrative staff for delivery ;
- Responsible for photocopying health forms, medical presentation materials and other related documents ;
- Responsible for requesting office supplies and materials for use in the Health Unit ;
- Regularly updates the list of medical facilities and medical service providers under the instruction and oversight by the PCMOs ;
- Assists PCMOs in reviewing the Volunteer Health Handbook given to PCVs during Pre-Service Training (PST). Updates medical facilities and medical providers’ addresses, contact information and any other information required in this Handbook ;
- Manages the health information materials in the Health Unit available to PCV, stocking brochures, pamphlets and books. Keeps a detailed list of any books and/or media materials loaned out ;
- Responsible for receiving and registering all medical bills submitted by PCVs and local medical service providers. Submits bills to the PCMOs for approval, verifying name of PCV, date of services rendered and that all billed services were requested by the PCMOs ;
- Keeps updated files of all medical bills presented by PCVs and others ;
- Maintains VIDA with up-to-date information regarding PCVs out of site for medical purposes ;
- Uploads PCV passport face pages and visa pages into PCMEDICS, monitoring regularly to assure accurate and current information.
Medical Supply Duties :
- Maintains internal medical inventory for the medical unit, ensuring an adequate supply of disposable materials and keeping PCMOs informed ;
- Responsible for updating internal medical inventory system (as determined by the PCMOs) when medication/supplies are delivered, dispensed and destroyed ;
- Assists the Acceptance Point Clerk (APC) when medical supplies are received ;
- Provides documentation to the Medical Supply Inventory Control Clerk (MSICC) on receiving, dispensing, and disposing of specially designated medications and controlled substances ;
- Keeps an accurate control of the expiration dates of all medicines and alerts the PCMOs of upcoming expired medications. Removes expired items from the pharmacy and logs all items scheduled for disposal ;
- Responsible for organization and shelving of Health Unit supplies ;
- Assist PCMOs with PCV medical supply requests ;
- Prepares draft orders for medical supplies, with PCMO guidance, based on needs, historical data, and inventory availability. Assists the PCMOs in ordering medical supplies from PC/HQ and local/regional vendors ;
- Maintains files, according to fiscal year, of all ordering receiving and dispensing documents in compliance with Technical Guideline 240: Medical Supplies and Equipment ;
- Assists PCMO in the monitoring of the medical supplies budget.
Given that as a result of the COVID-19 pandemic there will be a lengthy period where there are likely to be limited or no Peace Corps Trainees and/or Volunteers (jointly referred to as “Volunteers”) at Peace Corps/[Country], the PSC may be temporarily assigned during the COVID-19 pandemic, as determined by the Peace Corps Director, to carry out additional duties and responsibilities in furtherance of the goals of the Peace Corps in order to enhance the ability of Peace Corps Volunteers to perform functions under the Peace Corps Act, including facilitating a safe environment in order for the successful return of Volunteers.
This temporary assignment may require the PSC to provide services and/or support beyond what is listed in their current Statement of Work (SOW). The services and/or support may take many forms, examples of which may include but are not limited to, training, providing administrative, technical, medical, and/or operational assistance, building on host country programs, etc. This temporary assignment also may require the PSC to provide these services and/or support to individuals/organizations other than those listed in their current SOW such as host country government, partner organization(s), community member(s), staff, and/or contractors.
Other Duties :
- Serves as chaperone for PCMOs during PCV medical examinations and procedures, as required ;
- Attends staff meetings, in- service trainings, and retreats when indicated ;
- Understands and complies with Peace Corps safety and security policies and procedures ;
- Understands and complies with Peace Corps code of ethics, privacy and confidentiality policies ;
- Files all documents produced by the position in accordance with the Peace Corps Records Management policies ;
- Performs other assignments considered as necessary by the PCMOs in consultation with the CD, as indicated.
QUALIFICATIONS REQUIRED FOR EFFECTIVE PERFORMANCE :
- Two years related experience with clerical and/or secretarial knowledge of administrative medical duties ;
- English fluency ;
- The use of standard office technology (desktop computer, mouse, and keyboard) to complete daily tasks and long-term projects. Working knowledge of Microsoft Windows and Office programs (Outlook, Word, Excel, etc.).
Application instructions :
Submit the following in MS Word or PDF :
- Cover letter ;
- Resume ;
- Three professional references ;
- Telephone number where you can be reached.
Peace Corps Cameroon does not accept documents saved on any cloud format including Google. The file size should not exceed 8MB.
Submit your application to the following email address : CM-HR@peacecorps.gov and include Medical Secretary in the subject line.
No telephone calls or personal visits please. Only the documents listed in the application instructions should be submitted including your telephone number by March 17, 2022. Only candidates selected for an interview will be contacted.