Business Support Assistant (Wellness)

The Business Support Assistant (Wellness) supports monitoring, quality assurance, process optimization, and risk identification related to medical clearances, sick leave, and associated medico-administrative workflows across Country Offices. The role contributes to upholding duty of care principles and supports alignment with WFP standards without duplicating HQ clinical functions.

Responsibilities

• Monitor the medical clearance workflow across assigned CYs.
• Monitor case status (pending, incomplete, delayed) and proactively follow up to prevent operational delays.
• Check submissions for completeness against minimum documentation and quality standards prior to medical review.
• Flag recurring issues (e.g., incomplete submissions, delays, system gaps) and propose corrective actions.
• Act as a focal point between CYs, HR, and Medical Officers, supporting smooth information flow without engaging in clinical decision-making.
• Support implementation and consistent application of sick leave processes across CYs in line with WFP policies.
• Monitor patterns, trends, and prolonged absences, and escalate high-risk cases as needed.
• Maintain an updated tracking mechanism for recurrent and long-term sick leave cases.
• Support identification of occupational, psychosocial, or environmental health risks and escalate as needed, contributing to duty of care.
• Perform routine checks to ensure consistency, completeness, and accuracy of medico-administrative documentation across CYs.
• Conduct periodic quality checks of submissions and records to support compliance with WFP standards.
• Maintain organized and audit-ready documentation aligned with WFP and UN standards.
• Ensure adherence to confidentiality and data protection principles in all processes.
• Support implementation of standardized workflows and guidance for medical clearances, sick leave, and documentation processes.
• Monitor for process delay and bottlenecks and suggest practical improvements.
• Develop and maintain simple operational tools (trackers, checklists, dashboards) to support CY operations.
• Contribute to consistency of practices across CYs.
• Act as a coordination point between CYs, HR, Medical Unit, and relevant stakeholders.
• Assist CYOs by providing clear guidance on medico-administrative procedures.
• Support resolution of medico-administrative issues through coordination.
• Support onboarding and orientation of staff on medico-administrative processes.
• Provide administrative support for medical travel, referrals and MEDEVAC coordination.
• Maintain accurate medico-administrative data systems (e.g., Medgate, Workday, trackers).
• Develop regular reports highlighting trends, risks, and recommended actions.
• Identify and escalate critical or sensitive cases requiring attention.
• Perform other related duties as required in support of the Medical/Wellness Unit.

Requirements

• Completion of secondary school education.
• A post-secondary certificate in administration, business, healthcare or a related field is desirable.
• A university degree is an advantage.
• At least three years of experience in administrative support, operations or healthcare Programme support roles.
• Experience in supporting workflow tracking, data management or process coordination across multiple duty stations.
• Experience in maintaining records, preparing reports in line with established procedures.
• Demonstrated ability to support coordination, follow-up, and problem-solving in day-to-day operations.
• Experience working in UN, NGO or field-based environment is an advantage.
• Good organizational and planning skills with attention to detail.
• Ability to handle sensitive information with discretion and confidentiality.
• Effective communication and coordination skills.
• Ability to identify issues and propose practical solutions.
• Proficiency in standard office tools.
• Familiarity with UN/WFP systems (Workday, Medgate) is an advantage.
• Fluency in English, knowledge of spoken Thai.

Skills

• Administrative Support
• Operations Support
• Healthcare Programme Support
• Implementation Tracking
• Data Management
• Process Coordination
• Records Management Projects
• Report Preparation
• Coordination Support
• Problem Solving
• Organizational Skills
• Planning Skills
• Confidentiality Management
• Communications Skills
• Standard Office Software
• Workday
• Medgate

Languages

English, Thai