Job Description

Peace Corps Nepal places American Volunteers in two-year assignments in rural villages across the country.
The United States Peace Corps seeks experienced and qualified applicants for the full time contracted position of Medical Secretary (MS), Personal Services Contractor working 40 hours per week based in Kathmandu.
Under the specific direction of the Peace Corps Medical Officers (PCMOs), the MS performs administrative duties, including but not limited to; working as the health unit receptionist, screening phone calls, taking messages, coordinating requests, scheduling medical appointments, managing medical records, assisting in managing medical supplies inventories, distributing medicines to Peace Corps Volunteers (PCVs) under PCMO oversight, and other clerical and administrative functions in support of PCMOs and the medical unit.

Summary of Duties

• The MS coordinates responsibilities directly with the PCMOs. Must adhere to confidentiality regarding PCVs medical issues and possess excellent interpersonal skills.
• Medical Unit Administration 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 Peace Corps’ Medical Records System (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 Peace Corps internal Volunteer Data System (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 inform
• 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.
• Other duties
  • Attend staff meetings, in-service training, and retreats when indicated.
  • Understand and comply with Peace Corps safety and security policies and procedures.
  • Comply with Peace Corps code of ethics
  • File all documents produced by the position in accordance with the Peace Corps rules and regulations
  • Perform other assignments considered as necessary by the supervisor

MINIMUM QUALIFICATIONS REQUIRED:
Education: Completion of 12th grade or equivalent (see Desired Qualifications in Next Section for additional details)
Prior Work Experience: Minimum of two years related experience in a medical administration role.
Language Proficiency: Fluent in both English and Nepali (written and spoken).
Knowledge: Medical administration, medical records management, and/or medical office operations.
Skills and Abilities: Computer experience including Microsoft Office (including MS Word and MS Excel), Outlook and internet. Ability to perform administrative responsibilities efficiently and in compliance with Peace Corps and other relevant regulations required. Exhibits tact and diplomacy when interacting with vendors, contractors and Volunteers.

DESIRED QUALIFICATIONS: Registered Nurses, Health Assistants and other health care experienced candidates who have at least two years of progressively responsible related experience in performing administrative duties related to health services are encouraged to apply. Experience in a medical setting working with foreigners is also preferred.

TO APPLY:
Interested candidates should submit their CV and a cover letter in English addressing the qualification requirements and salary requirements by email. In the submission, candidates should specifically address experience working with relevant computer software and systems. Please list “Announcement Number: 22-002, Medical Secretary” in the subject line of the email.

The United States Peace Corps is an Equal Opportunity Employer.