Medical Coordinator Assistant

Medical Coordinator Assistant  

Position status: Full Time

Location: Coordination office - Sana’a

Doctors Without Borders / Médecins Sans Frontières (MSF) is an international, humanitarian, non-governmental organisation providing assistance to people in need as a result of natural and man-made disasters, irrespective of race, religion, ideology or politics.

Main Purpose

The Medco Assistant, delegated by the Medical Coordinator, assigned as the focal point for the health of Locally Hired Staff (LHS) in the Yemen mission, works to preserve the health of OCG Yemen mission employees by efficiently implementing the OCG health policy. She/he, in partnership with the HR and finance departments, closely monitors and follows the related medical costs and liabilities with the contracted local insurance company to ensure that the resources allocated are used efficiently.
She/he ensures that OCG employee understand and follow the OCG Health policy, its benefit package and applied rules, as well as make them aware to take all essential prophylactic and preventive measures when working or traveling in Yemen. In addition, Medco assistants support the Medical Coordinator with Medical Evacuation procedures within Yemen and overseas for IMS. 
MSF's key principles are to preserve patient dignity and confidentiality; the Medco Assistant must rigorously adhere to these core principles. She/He is the main responsible facilitating appointments and admissions for OCG IMS staff in Sanaa or any other location in Yemen.
She/he will work closely with Project PMR support and Deputy Medco, to facilitate the referrals of patients from Project sites to Hospitals in Sanaa. She /he follow and update the project team and Deputy Medco on the treatment outcomes and progress of referred patients and the cost incurred related to those services.

MSF Section/Context Specific Accountabilities

1.    Oversee and manage the Yemeni staff health policy's implementation for locally hired employees at project and coordination locations in Sanaa. She or he serves as the main contact for the health insurance company in all day-to-day dealings pertaining to LHS health. 

• Ensure smooth communication with the insurance company and monitor its services provision in term of quality by conducting random reviews of the medical bills and through staff interviews (staff perception).
• Together with the HR dept, troubleshoot, investigate, and assist the MSF employee in obtaining the predefined package of care that was agreed upon between the insurance company and MSF.
• Submit Medical bills for validation to medical coordinator for expenditure of services not covered by or excluded from the Insurance policy/contract but covered by MSF policy.
• Validate and confirm, the sick leave for coordination office staff based on concrete evidence and support PMR supports in verification of long sick leaves for the project staff.

Assure effective communication with the consultant doctor for specific cases, facilitate staff appointments, and follow up with the doctor for a medical check-up for new recruits and those who need follow up checkups as per MSF mission Health policy.

• Maintain regular connection with Staff health Units in Geneva for follow up of health policies and staff health issues that require advice of SHU in Geneva.
• Report regularly to medical coordinator or Deputy Medical coordinator on the performance of insurance company and staff compliance to MSF staff health Policy.

2.    Ensures OCG Mission locally hired staff and IMS comprehend, follow, and adhere to all prophylactic and preventive measures necessary at the working sites and while traveling to or being deployed at the field (e.g., field visits and gap filling).

• Brief the IMS on the importance of Malaria Prophylaxis (specifically for Ad Dahi Project site) and other prevention measures and provide them with 4 days supply of Medication for Malaria prophylaxis, ensure the staff take their initial doses 2 days before departure and one to four weeks after return (depending on Medications taken) .  
• Maintain a reasonable stock level for Malaria prophylaxis medication in mission and Inform timely Mission Deputy Medco about the need of Malaria prophylaxis medication to ensure its availability via international medical order platform.
• Ensure that all project sites including coordination has Medication for PEP and their PEP guidelines are updated and procedure of reporting an exposure event is well understood by project team. Inform Medco or Deputy Medco in the event of exposure in Sanaa or project sites. 
• Ensure all IMS and Locally Hired staff who require the booster or missed doses of vaccines, receive it timely in Sanaa before departure to project sites (e.g., vaccine of concerns is Td)

3.    Assists the Medical Coordinator (or deputy Medical coordinator in the absence of MedCo) ) in managing medical emergencies for LHS ( to Sanaa , the Capital ) and IMS ( to Sanaa and afterward   overseas medical evacuation ).

• Inform Medco and call the Ambulance service (MSF or Private one) soon upon receiving notification from PMR / Medco or Deputy Medco (if not arranged by staff directly) and guide the patients to the right facility. 
• Arrange for hospitalization of the patient at one of the recognized Hospital in Sanaa (or other districts, depending on the location of the Expat and severity of the medical emergency) and do the medical follow-up of the case until medical evacuation is completed to sanaa or oversea.
• Keep regular contact with the Hospitals, and update regularly the OCG Medical coordinator on progresses, challenges and shortfalls in care (if any).  
• Review and finalization of the first draft of patient medical file for LHS received from Project PMR support.  
• In the physical absence of the Medco and Deputy Medco, the Medco Assistant will lead the entire process or managing medical emergency with the support of the OCBA and OCP Medco also contacting and notifying  SHU in Geneva , preparation and submission of the Medical file to SHU,  follow up of the case with ISOS…etc. , in this case the decision for medical evacuation will be taken by staff health unit in Geneva.

4.    Conduct health briefing for new staff in Sanaa (new IMS arrivals and new recruited LHS) and to update regularly the staff if any changes or update in the policy.
5.     Facilitate access of LHS to get MHPSS services through the locally designated foundation that OCG contracted with, known as the Family Counselling and Development Foundation (FCDF), and make sure that staff complaints are addressed, and foundation fulfil its obligations outlined in the bilateral contract. Update Medical coordinator regularly on the how about of FCDF Services.
6.    Directing and facilitating the referrals of the MSF staff visiting Sanaa (e.g., meetings, learning purposes) to the appropriate health facilities in Sanaa.
7.    Give OCG IMS staff in Yemen assistance, if needed, in obtaining appointment or medical care in Sanaa.
8.    Organize and manage together with Pharma team IMS staff mini-Pharmacy (medications) for the OCG Guesthouses (e.g., inventory and refilling done by coordination Pharma team). 
9.    Contribute to the yearly evaluation of health insurance providers by launching satisfaction survey and analysis of the survey data.

Important Note:

Please note that the decision to extend the contract with the present insurance company or to select a new insurance company (to replace the previous one) is entirely up to the Medical Coordinator and other related IMS coordinators.

10.    Create and keep up to date a list of medical professionals (doctors and specialists) and facilities that MSF staff may use.
11.    Contribute to the calculation of budget related to staff health (Annual health checkups, Prophylaxis medications, staff mini pharmacy…etc)
Assist the Medical Coordinator with any other mission or project-related tasks as requested. (e.g., On the request of the Medical Coordinator, carrying out extra tasks (one-off reinforcement for a field team, participation in an evaluation, etc.)

This job description may be amended in line with the activities or evolution of the Mission.

By signing, the employee acknowledges that he/she has read, understood and accepted this document.

Requirements

Education    

• Medical doctor

Experience    

• 1 year of working experience with MSF or any other organization in related field (staff health management) 
• Desirable experience in same capacity with MSF / INGOs 

Languages        

• Mission language (English) and local language (Arabic) essential

Knowledge    

• Good knowledge of health care system in Yemen (Public /Private)

Competencies:     

• Ability to work under stressful situation 
• Fixable, and committed to organization rules and policies 
• Good communication skills and teamwork 
• Computer literacy (Work, Excel)

Application Information

Interested and qualified candidates can apply for the position through the following link: 

https://forms.gle/YXHn8LukpoHkYAVQ6

If you have questions or are facing problems with the online application process, please contact 

msfch-yemen@geneva.msf.org 

Deadline for the submission of Applications is on Thursday 24  April 2025 at 5pm

Only short-listed candidates will be contacted! 

“MSF does not charge fees or accept any money during the entire recruitment process