ABOUT WFP
The World Food Programme is the world’s largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity, for people recovering from conflict, disasters and the impact of climate change.
At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP’s values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.
To learn more about WFP, visit our website: https://www.wfp.org and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter, TikTok.
WHY JOIN WFP?
- WFP is a 2020 Nobel Peace Prize Laureate.
- WFP offers a highly inclusive, diverse, and multicultural working environment.
- WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities.
- A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.
- We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement).
JOB TITLE: Business Support Assistant (Wellness)
TYPE OF CONTRACT: SSA-3
UNIT/DIVISION: GHQ GPI
DUTY STATION (City, Country): Nairobi, Kenya
DURATION: 11 months
BACKGROUND OF THE ASSIGNMENT
The role focuses on monitoring, quality assurance, process optimization, and risk identification related to medical clearances, sick leave, and associated medico-administrative workflows across Country Offices (COs), ensuring consistency with WFP standards while avoiding duplication of HQ clinical or decision-making functions
RESPONSIBILITIES
- Medical Clearance Oversight and Workflow Management
- Maintain end-to-end visibility of the medical clearance pipeline across assigned COs.
- Monitor status of cases (pending, incomplete, delayed) and proactively follow up to prevent operational delays.
- Ensure submissions meet minimum documentation and quality standards prior to medical review.
- Identify recurring issues (e.g., incomplete submissions, delays, system gaps) and implement corrective actions.
- Serve as regional focal point for coordination between COs, HR, and Medical Officers (without performing clinical decision-making).
- Sick Leave Monitoring and Risk Surveillance
- Support implementation of sick leave processes across COs in line with WFP policies.
- Monitor patterns, trends, and prolonged absences, ensuring timely escalation of high-risk cases.
- Establish and maintain a tracking mechanism for recurrent and long-term sick leave cases.
- Support early identification of occupational, psychosocial, or environmental health risks through data trends.
- Medico-Administrative Quality Assurance
- Ensure consistency, completeness, and accuracy of medico-administrative documentation across COs.
- Conduct periodic quality checks and validation reviews of submissions and records.
- Maintain audit-ready documentation systems in compliance with WFP and UN standards.
- Promote adherence to confidentiality and data protection principles in all processes.
- Process Optimization and Field-Level System Strengthening
- Adapt and implement field-appropriate workflows and guidance for: Medical clearances, Sick leave processes
- and medical documentation standards
- Identify inefficiencies and bottlenecks and recommend practical, field-adapted solutions.
- Develop and maintain simple tools (trackers, checklists, dashboards) to support CO operations.
- Contribute to harmonization of medico-administrative practices across COs.
- Stakeholder Coordination and Operational Support
- Act as key coordination point between COs, HR, Medical Unit, and relevant stakeholders.
- Provide clear guidance and support to COs to improve compliance and efficiency.
- Facilitate resolution of medico-administrative issues through effective coordination.
- Support onboarding and orientation of staff on medico-administrative processes.
- Duty of Care Support and Risk Escalation
- Identify and escalate critical or sensitive cases requiring urgent attention.
- Support monitoring of Duty of Care risks related to delays, access to care, or administrative gaps.
- Provide inputs to Medical Officers and management for risk-informed decision-making.
- Ensure strict adherence to confidentiality and ethical standards.
- Data Management, Reporting, and Decision Support
- Maintain and oversee accurate medico-administrative data systems (e.g., Medgate, Workday, trackers).
- Develop and maintain dashboards and reporting tools for: Medical clearance pipeline, Sick leave trends Operational risks and delays
- Produce regular analytical reports highlighting trends, risks, and recommended actions.
- Support health risk assessments and planning through data-driven insights.
- Targeted Administrative and Operational Support
Provide targeted support for:
- Medical travel documentation
- Referral and MEDEVAC administrative coordination
- Support administrative readiness of medical activities without duplicating HQ or clinical roles.
- Other Duties
- Perform other related duties as required in support of the Medical/Wellness Unit.