POSITION DESCRIPTIONThis 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: June 4, 2021 Application closes: June 17, 2021Supervisory role: NoThe 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 PCMO is unavailable. • Places and returns telephone calls for the Health Unit, including scheduling, modifying and canceling appointments in coordination with PCVs, PCMO and others, such as consultants and laboratories. • Follows-up on outstanding consultant and laboratory reports, ensuring this information is relayed to the PCMO for review. • Drafts correspondence such as letters, memos, fax covers, etc. at the request of the PCMO to consultants, PCVs, laboratories, hospitals, etc. • Routes incoming correspondence to PCMO, stamps and files correspondence. • Utilizes PCMEDICS, as trained, to assist the PCMO and backup provider in the delivery of and documentation of PCV health care. • Responsible for scanning, labeling, uploading and filing all documents into PCMEDICS after PCMO review, ensuring three identifiers are on each document. • Prepares envelopes and packages, including laboratory samples and medical supplies to be sent to PCVs, to the training sites and to 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 of the PCMO. • Assists PCMO 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 material in the Health Unit available to PCV, stocking brochures, pamphlets and books. Keeps a detailed list of all books and media materials loaned out. • Responsible for receiving and registering all medical bills submitted by PCVs and local medical service providers. Submits bills to the PCMO for approval, verifying name of Volunteer, date of services rendered and that services were requested by PCMO. • 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 • Ensures an adequate supply of disposable materials, maintains internal medical inventory, and keeps PCMO informed. • Responsible for updating internal medical inventory system (as determined by the PCMO) 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 PCMO 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 PCMO with PCV medical supply requests. • Prepares draft orders for medical supplies, with PCMO guidance, based on needs, historical data, and inventory availability. Assists the PCMO 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 TG 240: Medical Supplies and Equipment. • Assists PCMO in the monitoring of the medical supplies budget. Other Duties • Acts as a chaperone for PCMO during 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. • Complies with Peace Corps code of ethics, privacy and confidentiality policies. • Files all documents produced by the position in accordance with the Peace Corps rules and regulations. • To the extent Contractor is allowed to operate a US government owned, leased, or rented vehicle (GOV) to perform their job duties, the Contractor must operate that vehicle safely at all times and only operate it for official business purposes as defined in 31 USC 1334. • Contractor is encouraged to refrain from texting or from engaging in any behavior that distracts attention from driving safely at any time. Except in an emergency situation, Contractor shall not text message (i) when (if authorized) driving a USG vehicle; (ii) when driving a privately-owned vehicle (POV) while on official government business; or (iii) while using electronic equipment supplied by the government while driving any vehicle (even during off-duty hours • Performs other assignments considered as necessary by the PCMO in consultation with the CD, as indicated.Safety and Security SSI 110 Standard Security Requirements: Immediately communicates Volunteer safety and security concerns and issues to the Safety and Security Manager (SSM) and CD. Knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.Occasional Money HolderThe MS may be required to courier cash and/or purchase orders to various vendors who furnish supplies and/or services to training sites, or other locations as directed by the Contracting Officer. The MS may also be required to courier cash to PC Trainees or Volunteers. The MS will not be functioning as a procurement or disbursing official but will only be acting as an intermediary between the Contracting or Disbursing Officer and the recipient. In the case of dealing with vendors, the MS will not exercise any procurement discretion concerning the supplies or services to be purchased or the cost limits of these purchases; these will be determined by the Contracting Officer.Required QualificationsEducation: University Bachelor’s degree in Health, or a related field is required.Prior Work Experience• At least five years’ experience in a medical field (nurse, physician’s assistant etc), or related field.• At least five years of demonstrated ability to maintain patient confidentiality • At least five years of demonstrated experience working with Americans in a medical provider context.• At least five years of demonstrated ability to maintain proper organizational and filing standards. • At least five years’ experience in an international organization or similar entity.Language Proficiency: Fluency in French and English with excellent writing skills in both languages.Desired knowledge and skills • Experience working with international volunteer organizations.• Proficiency in use of Microsoft Office Suite as well as other web-based applications.• Ability to meet deadlines, meticulous work habits, and the highest level of integrity.• Strong communication and interpersonal skills, conflict management skills, diplomacy and tact with staff, Volunteers, Trainees, community members and members of government.• Demonstrated ability to juggle multiple priorities and meet deadlines.• Ability to work as a team member and also independently and proactively.• It is anticipated that at times the duties and deadlines of this position may require the incumbent to work beyond normal working hours.
Application instructionsSubmit the following in MS Word or PDF:1. Cover letter2. Resume 3. Three professional references4. Telephone number where you can be reachedPeace 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 candidates selected for an interview will be contacted.
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