United Nations Development Programme

Guidelines on UN Clinics
(Administered by UNDP)

Office of Human Resources

Bureau of Management
2014

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UN Clinics
Table of Contents
Page
I.

General ............................................................................................................................ 4
Background ....................................................................................................................... 4
Services ............................................................................................................................. 4
Hours of Service ...............................................................................................................7
Beneficiaries ..................................................................................................................... 7

II.

Establishment ..................................................................................................................8
Criteria .............................................................................................................................. 8
Procedure .......................................................................................................................... 8
List ....................................................................................................................................8
Location .............................................................................................................................. 9
Minimum Requirements .....................................................................................................9

III.

Recruitment of Personnel ............................................................................................ 12

Recruitment of Clinic Technical Personnel ....................................................................12
Recruitment of Clinic Non-Technical Personnel ............................................................ 12

IV.

Management of the Clinic ............................................................................................ 13

Background ...................................................................................................................... 13
Local Inter-Agency Clinic Management Committee (LICMC) ......................................13
Cost-sharing Arrangements ............................................................................................. 14
Client Satisfactory Surveys .14

V.

Procurement and Accounting ....................................................................................... 15

Budget .............................................................................................................................. 15
Cost-sharing Modalities.15
Purchasing ........................................................................................................................ 16
Storage and Inventory ......................................................................................................17
Accounting ........................................................................................................................ 18
Reporting of Inventory on Hand for Financial Reporting Periods ...................................19

VI.

Other Health Related Services ..................................................................................... 21

General Considerations .................................................................................................... 21
Local Health Care Facilities............................................................................................. 21
Other UN Clinic Emergency Health Care Facilities ......................................................... 21

VII.

Other .............................................................................................................................. 23
Accountability ..................................................................................................................23
Closure of UN Clinic .......................................................................................................23

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VIII. Annexes.......................................................................................................................... 24
A. Sample Agreement Relating to the Use of the UN Medical Clinic ............................... 24
B. General Release from Liability on Account of Provision by the UN of Medical
26
Care in the UN Clinic for Non-Staff Members
C. Sample Terms of Reference for LIACMC......................................................................27
D. Sample MOU for Common Services ..............................................................................28
E. Minimum Ambulance Requirements..37
F. Generic Classified Job Descriptions for Clinic Medical Staff40

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I. General
Background
1. The objective of the United Nations (UN) Clinic is to provide primary clinical care and
occupational health services to all locally and internationally recruited personnel of the UN
Common System and their recognized dependents in countries where the locally available
medical facilities are considered inadequate as determined by the UN Medical Services
Division (UNMSD). Given the differences between local medical facilities in different
duty stations, these guidelines allow for flexibility and adaptation subject to approval from
the UN Medical Director and with reference to the relevant UN Regulations and Rules.
Treatment capability:
Treatment of common illnesses
Advance life support (airways maintenance, ventilation, haemorrhage control,
treatment of shock and dehydration)
Trauma management (fracture immobilization, wound and burns management,
infection control, analgesia)
Minor surgery
Medical evacuation support
Preventive medicine
Services
2. The UNDP-run UN Clinics shall provide the following minimum of standard services that
may be subject to revision following endorsement by UN Medical Services Division and
agreement by the signatories to the MoU:
a)

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Primary clinical care to UN Common System personnel:

i)

Provide primary health care and emergency services in response to

accidents occurring at the duty station for up to the approved number of
personnel and their eligible dependents, with approved and established
capacity for ambulatory patients per day

ii)

Conduct periodical medical examinations when needed and arrange for any
necessary investigations

iii)

Perform minor surgical procedures under local anesthesia, e.g., sterilization

and suture of wounds, excision of lumps

iv)

Perform emergency resuscitation procedures such as maintenance of airway

and breathing, control of haemorrhage, and treatment of shock

b)

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v)

Triage, stabilize, and evacuate a casualty to the next level of medical care

vi)

Maintain sufficient holding capacity for stabilization and support pending

referral to higher-level care

vii)

Administer routine vaccinations and other disease prophylaxis measures

required as per WHO advice for a respective country

viii)

Perform basic diagnostic and laboratory tests

ix)

Provide consultation and treatment for acute medical conditions for walkin patients

x)

Continue management or assist in the follow-up of previously diagnosed

chronic medical conditions for which treatment has already been started

xi)

Provide necessary diagnostic tests required by clinical conditions, either

onsite or through local referrals

xii)

Facilitate staff access to local medical facilities and ensure follow-up

xiii)

Support and facilitate specialist consultations by telehealth measures

ix)

Provide early detection in mental health cases and arrange referral to

appropriate specialists to facilitate proper treatment and follow up support

Occupational health services:

i)

Oversee implementation of preventive medical measures for the contingents

and personnel under their care

ii)

Promote health of the staff, ensuring medical compatibility with job

requirements

iii)

Provide travel medical services for staff on official travel, incorporating

destination-specific health advice, immunization, prophylactic medications,
and travel medical kits

iv)

Advise staff members regarding all medical and health issues related to their
work

v)

Assess and respond to staff concerns regarding health and ergonomic

aspects of their workplaces and other matters related to work environment

c)

d)

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vi)

Conduct preventive health and health promotion programmes, i.e., blood

pressure monitoring, screening of diabetes, screening for alcohol/substance
abuse and smoking cessation

vii)

Contribute to induction and other health-related training, i.e., first aid

training, CPR, etc.

viii)

Provide continuous support and assist in fully implementing activities and

programmes related to the UN HIV/AIDS personnel policy

Advisory services to the management of all UN Agencies:

i)

Evaluate, recommend, and arrange for medical evacuation to the recognized

regional medical evacuation centres in line with the policies and authority
of the staff members or personnels respective organization and in
collaboration with the organizations medical service; approve such an
evacuation

ii)

Advise about sick leave issues and coordinate sick leave case management
with staff, supervisors, counsellors, and the respective organizations
Medical Services

iii)

Advise about and assist in reasonable work accommodation for a person

who is not able to carry out his/her regular duties on a full-time basis for a
specific period

iv)

Provide medical advice for disability cases, special dependency, work

related illness, or injury and education benefits (e.g. special education grant)

v)

Verify appropriateness, reasonableness, and customary value of medical

bills as needed

Other Services
i)

Organize periodic orientation sessions with all staff on the services provided
by the UN Clinic

ii)

Produce and keep current a one-page flyer stating the mission and services
provided, including contact information and hours of service

iii)

Supply, replenish, and update all medical kits in all duty stations within the
country, including medical kits for UN official vehicles (see Annex E)

iv)

Systematically access and liaise with local medical facilities; establish a

referral list and keep it current

v)

contribute to pandemic preparedness planning and implementation, for the

UN population, when and where required in conjunction with WHO

Hours of Service
3. The UN Clinic provides medical assistance to users during specific hours to be established
at the local level. However, the clinic doctor and nurse/s shall be available for any
emergencies outside of the fixed regular hours of service.
Beneficiaries
4. All internationally and locally recruited staff of the UN Common System and their eligible
dependents.
5. Individual Contract, Service Contract (SC) holders, UNVs, and interns may have access to
the UN Clinic. Respective agencies are responsible for confirming the list of beneficiaries
and accurately reporting the names of these individuals on a quarterly basis. Organizations
will be held liable for extra costs arising from inaccurate lists of beneficiaries. The UN
Clinic services are normally not extended to the family members of these individuals unless
otherwise specified in the respective MoU.
6. Any requests for provision of services from the Clinic for non UN personnel should be
addressed to the Chief, Policy and Compensation Unit and approved by the Legal Support
Office, subject to any UNDSS mandated security considerations.
7. It is the responsibility and accountability of the UN Country Team (UNCT) to ensure that
adequate funding of the UN Clinic operations, as elaborated in this document, is available.
8. The time period for submission of the list of the UN agencies, funds, and programmes
personnel, and the completed release forms, to the UN Clinic should be in line with the
time period specified in the Agreement (see paragraph 2 of the sample Agreement in A ).
Any time period in the range of 15 to 30 days after signature of the Agreement would be
considered reasonable, but other timelines may be determined locally.

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II. Establishment
Criteria
9. The establishment of a UN Clinic is justifiable only if:
a)

The local medical facilities are found to be inadequate as confirmed by UN Medical

Services Division; and

b)

There are sufficient numbers of UN staff members and dependents at the duty
station (potential users). The total number of UN staff members and recognized
dependents (internationally and locally recruited) at the duty station should be at
least 200. However, exceptions may be made if no acceptable medical care is
available and the UN Medical Director, in consultation with the other UN Medical
Directors of the UN System, agrees to recommend the establishment of a Clinic.

10. In all cases the UN Medical Director determines the extent of the services to be provided
by a UN Clinic.
11. In judging that the medical facilities are inadequate, vital information on the overall health
situation should be considered. Information and factors to be considered include, but are
not limited to, access to hospitals or DPKO/UN level-2 clinics, the standards of hygiene,
the supply of medicines and vaccines, and the significance of local health hazards.
Procedure
12. The prior formal agreement of the local government for the establishment of a UN Clinic
is also required. In this regard, it should be made clear to the government that UN Clinics
are not intended to replace, but to act in liaison with, local facilities. They are open strictly
to UN personnel and their recognized dependents as per the respective MoU. Exceptions
may be made due to emergencies and these should be clearly recognizable and documented
as such. Since dispensing medical facilities is not in UNDP's terms of reference, a loose
application of a government's permission to run a UN Clinic could entail severe criticism
of the Organization.
13. Once the recommendation has been received from UNMSD and requisite government
approvals secured, the UN Resident Coordinator/Resident Representative will forward the
proposal to the UN Agencies concerned and obtain their agreement.
List

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14. A list of current dispensaries and their doctors, including contact details is maintained by
UNMSD.
Location
15. Preferably, the UN Clinic should be located at a UNDSS cleared location within or near
the UN common premises.
Minimum Requirements
16. The suggested minimum office requirements to provide the above services are:
a)

b)

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Space
i)

Hard wall structure with stretcher access (building, tentages, or containers)

ii)

Basic general support and office facilities, such as access to a computer and
an Internet connection

iii)

A doctors office with separate and appropriate examining room, with

running water and a lavatory

iv)

A nurses station with appropriate examining space, with running water and
lavatory

v)

A laboratory area, with running water and a lavatory

vi)

Ward with holding capacity, if applicable

vii)

At least one bed sick bay emergency/treatment room

viii)

Waiting and reception area

ix)

Two bathrooms (one for males and for females); and

x)

A storeroom/pharmacy with provision for cold storage for vaccines

xi)

Safes (with keys or passwords) to ensure confidentiality of the medical files

of the patients

Personnel

The recommended minimum UN Clinic medical positions, unless otherwise

approved by UN Medical Services, are 1:

c)

i)

1 x Medical Doctor full-time, 24/7 availability for emergencies with

sufficient cover when not available (locally or internationally recruited)

i)

1 x Registered Nurse/ Paramedic with sufficient cover when not available

(locally recruited)

ii)

2 x support staff, including 1 x full-time driver (local) and 1 x Laboratory

Technician (locally recruited)2

Equipment
i)

Resuscitation and life support equipment, fluids, and drugs.

CARDIOTRIAGE (which includes dry chemical assessment of Troponin I,
CK-MB, Myoglobin)

ii)

Clinic and ward equipment set

iii)

Surgical sets for minor surgical procedures

iv)

Splints, bandages, and stretchers

v)

Portable trauma bags/kits

vi)

Basic field laboratory kit (FBC including ESR, urinalysis, glucometer,

capability of performing malarial smear quick testing, haematology
including ESR, blood sugar, urine for pregnancy test, equipment for
biochemistry)

vii)

Sterilization equipment and refrigerator

viii)

One or two dedicated emergency vehicles, one of which should be an

ambulance or a vehicle with the capacity to transport a sick person in a
reclining position and the capacity of fixing the necessary medical
equipment and medications, as required, during transportation of a patient.

ix)

Telemedicine communication set

1 The WHO recommended doctor patient ratio is 1 full time physician/ nurse per 500 patients
(http://www.who.int/hrh/documents/JLi_hrh_report.pdf). UN Medical services will assess staffing needs on a case by case basis
taking into account number of beneficiaries and locally available medical facilities.
2

Each duty station should identify further support personnel for the clinic operations in case of emergencies like mass
casualty incidents, e.g., security officers and medically trained staff from locally present AFPs. This staff should
regularly receive training and refreshers that are coordinated by the Medical Doctor.

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x)

Standard equipment for a physicians office for providing day-to-day care,

including EKG machine, standard equipment for a nurses work station for
providing day-to-day care

xi)

Standard emergency equipment such as AED/defibrillator

xii)

Oxygen concentrator/supply

xiii)

Suction machine

xiv)

Nebulizer

xv)

IV stand

xvi)

Ambubag adult/child

xvii)

At least one wheelchair on every UN premises

xviii) Ultra sound machine

d)

xix)

Dedicated emergency generator

xx)

Supplies for first level emergency treatments, as necessary, e.g. PPE kits

Supplies
Medical consumables and other medical supplies for up to 60 days to support all
clinical and preventive functions, as per established guidelines for procuring,
maintaining and disposing

e)

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Transport and communication

i)

Fully accessible mobile communications, cell phone, etc. for principal

medical personnel

ii)

Radio for UN Clinic

iii)

Reliable fully accessible transport for the UN Clinics physician to enable

him/ her to respond effectively to emergencies.

III. Recruitment of Personnel

Recruitment of Clinic Technical Personnel
17. Technical personnel of the UN Clinic (doctor, nurse, paramedic, lab technician) should
be hired only by UNDP, in line with the UNDP recruitment policy and in full consultation
with the LIACMC and after clearance by the UN Medical Director. Such personnel could
be recruited internationally, locally, or through the UN Volunteer Programme. Ideally, one
of the main UN physician(s)/Medical Doctors should be at the P3 level of internationally
or locally recruited staff member on fixed-term appointment.
Recruitment of Clinic Non-Technical Personnel
18. Recruitment of non-technical personnel is decentralized to the UN Resident
Coordinator/Resident Representative in his/her capacity as the senior UNDP official at the
duty station and recruitment under this component will be subject to the provision of the
UNDP recruitment policy and audit review referred to below and to the provisions under
accountability.

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IV. Management of the Clinic

Background
19. The UN Clinics operate, with regard to technical matters only, under the general
supervision of the UN Medical Director. While the UN Medical Services Division can be
contacted 24/7, the professional guidance of the WHO Country Representative may be
requested in emergency and until contact has been made with the UN Medical Director.
20. Administratively, UN Clinic staff are under the overall administrative responsibility of the
UN Resident Coordinator/Resident Representative. The UN Clinic Physician is responsible
for the day-to-day operations of the Clinic. However, management and administration of
UN Clinics is the sole responsibility of UNDP through the UN Resident
Coordinator/Resident Representatives and the UN Medical Director. The technical
supervision, absence management and performance evaluation of the physician are also the
responsibility of UNMSD and should be jointly executed by the UN Resident
Coordinator/Resident Representatives and a nominee of the UN Medical Director.
21. All clinics should ideally be granted access to MedGate, the UN electronic medical records
system. The UNCT is responsible for financing license access, any maintenance fees and
training costs associated with the use of this facility.
Local Inter-Agency Clinic Management Committee (LIACMC)
22. To assist the UN Resident Coordinator/Resident Representative, a Local Inter-Agency
Clinic Management Committee (LIACMC) should be established.
23. The Committee should be composed of at least the:
a) WHO Representative, Chair
b) UN Clinic Physician
c) UNDP Deputy Resident Representative/Operations
d) An Operations Manager from a UN agency other than UNDP and WHO, to be
nominated by the UN Operations Managers Team (OMT) for a period of one year; and
e) A staff representative from a UN agency to be nominated by the chairs of UN System
staff associations for a period of one year

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24. At the beginning of each year, the LIACMC will provide a report to all local UN Common
System agencies that should include information on use, total cost, and epidemiological
trends. All staff members should be informed of the responsibilities delegated by the UN
Medical Director to the UN Clinic Physician and that any issues involving the decisions
taken under this delegated responsibility should be addressed to the UN Medical Director
directly if situations cannot be resolved locally.
25. Annex C contains sample Terms of Reference for a LIACMC.
Cost-sharing Arrangements
26. The administration of UN Clinics should be under the Common Services approaches as
defined by the UNDG. In this regard, the planning and implementation of UN Clinic
services should be a joint process among the participant agencies in the Common Services
business strategy as per agreement by the UNCT. In line with all other UN Common
Services, the UNCT is expected to agree on the work plan, the proposed services, and the
corresponding costs for every period. The funding mechanism should require all
participating agencies to share the costs of the activities in advance. UNDP headquarters
will oversee and support this process.3
Client Satisfaction Surveys
27. The LIACMC should carry out periodic anonymous surveys regarding client satisfaction
among all UN Common System users of the clinic services. The survey should concern
waiting time, staff courtesy, personal attention, questions answered, explicit instructions,
and overall services and be coordinated with MSD.

3 The appropriate office in the Bureau of Management should be consulted depending on the support required.

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V. Procurement and Accounting

Budget
28. Costs for the establishment and running of clinic facilities are shared among all UN
agencies concerned. Costs shall include not only the services, but also fees for facilities:
renovation of buildings; acquisition and replacement of furniture and/ or equipment; drugs
and medicines; rental of premises, if any; utilities; maintenance; and employee costs.
Cost-sharing Modalities
29. The UNDP Country Office, in consultation with the LIACMC, will estimate the total cost
for running the clinic, determine the total number of UN agencies in the country, and define
the cost-sharing distribution modality (it can be determined in terms of number of staff or
headcount by agency). The Country Office should set the criteria for the cost-sharing
distribution and share it with all parties before finalizing the agreement.
30. The UN Resident Coordinator/Resident Representative shall charge each agency quarterly.
Total running costs, itemized by expenditure purpose as listed in paragraph 18, as well as
the average yearly percentage of total costs charged to each agency, should be recorded.
The Country Office should take payment from each agency in advance as per quarterly
billing.
31. Once there is agreement to establish a clinic, the UNDP Country Office shall authorize
clinic services and supplies as a distinct activity in the Common Services project in the
same manner as other common/shared services. The UNDP Country Office shall directly
procure goods and services needed for the Clinic against the Common Services project;
therefore, each individual Country Office should receive and pay for these goods and
services. The UNDP Administrative Support Division/Office of Finance Administration
(ASD/OFRM) is not involved in this process.
32. Cost recovery for staff members and their eligible dependents through the medical
insurance schemes may apply to primary clinical care and diagnostic tests required by
clinical conditions, provided that the expenses for services are found to be reasonable and
customary at the duty station and are normally reimbursable under a UN medical insurance
plan (MIP) for staff or any approved insurance provider for other personnel. Where
feasible, the Clinic, in consultation with the UN Medical Insurance Unit and UNMSD in
New York is responsible for directly negotiating a direct billing arrangement with the

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relevant insurance providers for this purpose. The following occupational services are nonreimbursable from the insurance schemes:

Mandatory and voluntary medical examinations

Travel medicine
Immunization
Health promotion
Work-related injury

33. When a new clinic is being established, the UN Medical Services will recommend a
standard package for purchase and when stock is being reviewed, the UN Clinic Physician
should subsequently prepare the orders promptly according to the needs of the Clinic.
34. Prior to placing an order, the UNDP Resident Representative or UNDP Country Director
must obtain must obtain an inventory report from the LIACMC with recommendations on
new procurements as well as written commitment for funding from each participating
agency. The instructions on creating a bill and managing cost recovery are available in
OnDemand (https://intranet.undp.org/unit/bom/ohr/lrc/ondemand/SitePages/Home.aspx).
UNDP Country Offices may pay directly via bank transfers (most preferred option), checks
(least desirable option) or continue the current practice of using the Agency Service
Clearing Account via GLJE. In either case, the following must be carefully observed:
a) Bank Transfer: The UNDP Country Office must include all the banking details as
provided on the invoice.
b) Agency Service Clearing Account: The description field of the GLJE must refer
to the invoice number indicated on the invoice and/or any other reference number.
This information makes it easier for agencies to identify the purpose of payment.
Also, the GLJE must use the following chart fields: GL Account 54015; Fund
12000; and Donor 00006.
Purchasing
35. The following options should be used for the procurement of goods for UN Clinics:
a) Reputable and approved local, regional, or international vendors
b) UNICEF where a local office exists in the same location
c) World Health Organization (WHO)
36. For option a), UNDP Country Offices are encouraged to use the existing LTA signed
between the UN Procurement Division and IMRES BV, a company incorporated under the

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law of the Netherlands with its principal office located at Larsepoortweg 26, 8200 AE
Lelystad, The Netherlands.
37. The procurement of medicines and medical equipment, both consumable and nonconsumable, is undertaken by the UNDP Country Office as per paragraph 35 and shall be
prepared based on the United Nations Clinic Catalogue of Fleischhacker accessible through
UNMSD. Purchasing should be standardized as far as possible and done through bulk
orders. Genuinely unforeseen requirements, including supplies for new clinics and items
that cannot be stocked for long periods, can be requested from the vendor with the approval
of the UN Medical Director on an ad hoc basis or can be procured locally, subject to UNDP
rules and procedures.
38. The WHO Representative, in his capacity as chair of the LIACMC is responsible for
clearing the procurement list prepared by the UN Clinics physician, based on the
epidemiological profile of the duty station. UNDP Country Offices will receive such
revised lists in time for the next yearly order.
39. The UNDP Country Office shall continue to directly procure non-medical equipment
(furniture, refrigerators, fans and any other non-medical item); this process will be subject
to audit and accountability, rules, and procedures. Before requesting any of these items,
the UNDP Country Office shall make sure that funds for such procurement, including its
operation and maintenance, are available and that the other UN agencies in the country
have agreed to share the cost.
Storage and Inventory
40. The premises where supplies and medicines are stored should be cool, adequately
organized, and continuously cleaned so that they are dust-free and hygienic.
41. A simple automated inventory system should be established and maintained. A detailed
inventory of all consumables and non-consumables must be prepared before placing the
yearly order.
42. Provisions must be taken through proper inventory and stock used on the basis of a firstin/first-out policy. There should be a quarterly review. Drugs within their last month before
expiry may be donated, after approval of the UN Medical Director, to local health facilities
for immediate use. This donation should be subject to UNDP rules and procedures and a
record kept for audit purposes.

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43. Except where fee-for-service is charged to the users of the facility, all drugs should
normally be given to patients in limited quantities; to continue a course of treatment,
medications should be purchased in a pharmacy through a prescription issued by a UN
Clinic Physician and use of relevant medical insurance. If the UN Clinic physician is not
licensed to prescribe in the respective country, a referral system to local, licensed
physicians should be established.
44. Instructions contained in the UNDP Asset Management User Guide located in the UNDP
Intranet for inventory reporting procedures should be followed. All information relating
to the physical inventory of non-expendable equipment covered by the UN Clinic should
be reported in Atlas under a separate heading called Medical Equipment.
45. UN Clinics should never stock any outdated medicines. Destruction of outdated medicine
may be undertaken directly by the UN Clinic Physician, in consultation with the UN
Medical Director through the UN Resident Coordinator/Resident Representative (See
paragraph 44).
46. A protocol for the disposal of expired medication, pathological waste, and sharps should
be established following the official protocols of local health authorities and WHO
guidance. Even though the cleaning company used by UNDP to collect waste from the
Clinic may be aware of this process, the protocols should be explicit, in writing and openly
displayed.
Accounting
47. UN Clinics are run under a Common Services project to which all expenditures are debited.
The management project is cleared quarterly by prorating the costs according to the number
of UN personnel and their eligible dependents that all agencies have at the duty station or
by space per agency. The portion related to each agency must be passed on to the agencies
by using the billing module in Atlas Financials. This account is subject to audit.
48. No credits should accrue in the Common Services project. The previous practice of
charging fees or costs to the users of the facilities and crediting the Common Services
project is no longer valid.
49. When a UN Clinic provides clinical services that are normally reimbursable under a
medical insurance plan, including laboratory services and prescribed medications, the

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charges for such services may be reimbursed through the individuals medical insurance,
subject to the limitations under the plan.
50. The service providers administering the various UN insurance plans will treat the charges
associated with the provision of clinic services in the same manner as other medical
services, i.e., the level of charges must be in line with what is reasonable and customary at
the duty station. The reasonable and customary charges will be determined on the basis of
nationally established pricing tariffs or, where no national tariffs exist, market rates and/or
a database of pricing determined by the insurance scheme.
51. When determining billable services associated with a UN Clinic, reference should be
made to the benefits and limitations under the respective UN insurance plans:
(https://intranet.undp.org/unit/bom/ohr/HR_POPP/SitePages/Home.aspx). The rules and
procedures by which the insurance will reimburse for such services must be adhered to.
This includes the pre-certification prior to medical treatment, where relevant (please refer
to procedures under insurance plan).
52. When a UN Clinic enters into a direct billing arrangement with medical service providers,
bills will include only the portion of the benefit; the out-of-pocket portion or co-payment
must be collected directly from the staff member, as applicable under the individuals
insurance plan. The bills must include the official stamp and signature of the attending
physician (i.e., not of the nurse).
53. Prescribed medications (especially longer-term treatments) readily available at adequate
levels and standards within the country should be purchased at local pharmacies and
charged against an individual's medical insurance plan.
Reporting of Inventory on Hand for Financial Reporting Periods
54. In accordance with the UNDPs IPSAS inventory policy, unused medical items and ready
to-use non-medical consumable items at UN Clinics, as at the end of a reporting period,
must be physically counted and reported to HQ using templates designed for collecting
quarterly inventory data. Any items that are in-transit as of the reporting period date and
that were purchased on a FOB-shipping basis are also reportable. Country Offices should
refer to the period guidance materials that are issued near the end of reporting periods.
Capitalized and non-capitalized assets are not reportable inventories.
55. The respective offices are responsible for taking required, appropriate action if there are
any differences between the inventory records kept at the UN Clinics and the physical

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counts of such inventory items at the reporting period end. In reporting such unused
inventory items, if the purchase of supplies was pre-funded by the agencies, only the UNDP
portion must be reported on the basis of the same apportionment rates that were used for
sharing the costs. For reporting purposes, the quantities on hand and their costs (including
related costs) must be apportioned among the organizations which contribute to the costs
of the Clinic.

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VI. Other Health-Related Services

General Considerations
56. Staff members are entitled to receive free vaccines and inoculations that are compulsory or
recommended by WHO at the duty stations. Eligible dependents, though, are entitled to
receive such vaccines and inoculations only in connection with official travel or in
emergencies. Yellow fever vaccination will be given at the UN Clinic and certified with
the UN Clinic stamp. The latest version of the WHO booklet International Travel and
Health should be available for the latest guidelines regarding potential health hazards to
travellers. A copy can be downloaded for a fee from http://www.who.int/ith/en/
57. First aid kits either for dressing wounds or with basic medications, which most Country
Offices keep at hand, will continue to be provided directly by the Country Office.
58. Staff members may receive, by pouch and with the prior approval of the UN Medical
Director, prescribed medicines that are not available locally. The cost of medicines is
incurred on an individual basis and should be settled directly by the staff member
concerned.
Local Health Care Facilities
59. The UN Clinic medical staff must have current knowledge of available local medical and
dental facilities and must use these to the maximum before reverting to medical evacuation.
The UN Clinic Physician should regularly assess the referral medical facilities in order to
update information.
60. UN Clinics should coordinate with or make arrangements with local hospitals in order to
facilitate admissions of UN staff members.
Other UN Clinic Emergency Health Care Facilities
61. If necessary, the UN Clinic Physician may establish emergency medical supply facilities
in other duty stations within the country. Emergency medical supplies will be properly
stored at an easily accessible, secure place and will include a portion of a basic unit of the
WHO new emergency health kit and some basic first aid material.

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62. A first aid kit must always be present in every vehicle on field trips and on cross-line or
cross-border missions. The UN Clinic Physician should have adequate access to the
emergency security communication of the UN in case of medical emergencies.

Page 22 of 57

VII. Other
Accountability
63. The UN Resident Coordinator/ Resident Representative must ensure that the provisions
outlined above are observed and that no recruitment of technical personnel of the clinic is
undertaken without clearance from the UN Medical Director. The local doctor/nurse
should always first consult with HQ (UNMSD) in all medical related decision-making
processes. Also, drugs, medicine, and medical equipment procured must be in accordance
with the provisions in this document. The UN Resident Coordinator/Resident
Representative should also initiate a timely annual audit.
Closure of UN Clinic
64. A UN Clinic may cease operations upon recommendation of the UN Resident
Coordinator/Resident Representative on behalf of the UNCT and subsequent approval by
the UN Medical Director. The UN Medical Director can also initiate this process in
consultation with the Resident Coordinator. All Medical Directors of the UN System
should be informed of this decision by the UN Medical Director, and the government, by
the UN Resident Coordinator/Resident Representative. Before closure of a UN Clinic,
there should be a plan for continuation of medical care.

Page 23 of 57

Annex A
Sample Agreement between the United Nations and
_______________________
Relating to the use of the UN Medical Clinic
WHEREAS the United Nations maintains a medical Clinic (the UN Clinic) in
__________________________________ for the use of United Nations personnel;
WHEREAS ________________________has informed the United Nations that the local medical
facilities in the country are inadequate to service the health needs of its personnel;
WHEREAS _______________________ has requested that its personnel be granted access to the
UN Clinic; and
WHEREAS the United Nations is willing to grant such access, subject to the terms and conditions
of this Agreement.
NOW, THEREFORE, the United Nations and ______________________________ (hereinafter
collectively the Parties) agree as follows:
1.
The United Nations agrees to allow _____________________________s personnel
access to the UN Clinic, unless such access is otherwise withdrawn in accordance with this
Agreement, provided that each person or, in the case of minor children, the head of family/primary
caregiver/legal guardian who is allowed access shall:
a)

complete and sign the liability release form attached hereto as Annex B, prior to
use of the UN Clinic; and

b)

pay (at the time of service) the fees charged by the UN Clinic for the medical
services rendered, including treatment received and medicines provided.

2.
Within _____ days of signature of this Agreement, __________________________ shall
provide the UN Clinic with a list of its personnel in the country, together with the signed releases
for each of its personnel. Upon receipt of this documentation by the UN Clinic, such personnel
will be permitted access to the UN Clinic. If any of __________________s personnel fails to pay
the fees for medical services rendered as and when due, such person may not be permitted further
access to the UN Clinic. In such event, ______________________ shall be responsible for any
unpaid medical fees, which shall be paid immediately upon request of the United Nations.
3.
It is understood that the medical services provided by the UN Clinic are basic and include
only those services that are normally provided to UN personnel. It is further understood that access

Page 24 of 57

to the UN Clinic is being provided to such personnel for their convenience and benefit and that the
United Nations is under no obligation to provide such access. The United Nations may withdraw
such access at any time, provided an advance notice of 30 days is given, as it may determine in its
sole discretion, including for failure to pay the medical fees when due.
4.
The United Nations does not warrant opinions or treatment given by medical personnel in
the UN Clinic on the medical condition of ______________________s personnel and the United
Nations shall not be held liable therefore.
5.
____________________ hereby releases the United Nations, its officials, employees, and
agents from any and all liability of any nature arising in connection with the provision of any
services to _____________________s personnel and waives any claims that
_____________________ may have against the United Nations, its officials, employees, or agents
arising in connection with the provision of such services. _____________________ agrees to
reimburse the United Nations for any costs incurred by it in connection with this Agreement and
to indemnify and hold harmless the United Nations and its officials, employees, and agents for any
claim or liability of any nature arising in connection with this Agreement.
IN WITNESS WHEREOF, the Parties agree to be bound by the terms hereof and their duly
authorized representatives affix their signatures below:

For the United Nations:

For: _________________________

_________________________
Name

_____________________________
Name

_________________________
Title

_____________________________
Title

_________________________
Date

_____________________________
Date

Page 25 of 57

Annex B
General Release from Liability on Account of
Provision by the UN of Medical Care in the UN Clinic
I, the undersigned, hereby recognize that all medical care that may be provided to me at
the UN Clinic in ____________________ pursuant to the Agreement concluded between the
United Nations and __________________ is solely for my own convenience and benefit, and may
take place in areas or under conditions of special risk. In consideration of receiving such medical
care, I hereby:
a)

Recognize that the medical services provided to me by the UN Clinic are basic and
include only those services that are normally provided by the UN Clinic to UN
personnel;

b)

Assume all risks and liabilities in connection with the provision of such medical
care;

c)

Recognize that neither the United Nations nor any of its officials, employees, or
agents are liable for any loss, damage, injury, or death that may be sustained by me
during the provision of such medical care; and

d)

Agree, for myself as well as for my dependents, heirs, and estate, to hold harmless
the United Nations and all its officials, employees, and agents from any claim or
action on account of any such loss, damage, injury, or death.

Nothing in or relating to this Release shall be deemed a waiver, expressed or implied, of

any of the privileges and immunities of the United Nations, including its subsidiary organs.

__________________________
Employee
__________________________
Date

Page 26 of 57

________________________
Witness

Annex C
Sample Terms of Reference for LIACMC

Local Inter-Agency Clinic Management Committee (LIACMC)

1. LIACMC is established to assist the UN RC/UNDP RR in the management of the UN
Clinic
2. The Committee should be composed of:
a)
b)
c)
d)

WHO Representative, Chair

UN Clinic Physician
UNDP DRR, Operations (or ARR, Operations)
Operations Manager from a UN Agency other than UNDP and WHO, to be
nominated by OMT for a period of one year; and
e) A staff representative from a UN agency and to be nominated by the chairs of UN
Common System Staff Associations for a period of one year
3. The Committee will:
a) Review the UN Clinic work plan and budget and submit them to UNCT for
approval; regularly report to UNCT on their status and use of the Clinic
b) Review a detailed inventory of all consumables and non-consumables prior to
yearly procurement; ensure compliance with standard list prepared by WHO in
coordination with the UN Medical Director; review the sourcing of local
pharmacies chosen for procurement
c) Prepare a quarterly review of the list of outdated medicine and recommendation for
disposal (first-in/first-out policy)
d) Review the list of UN Examining Physicians and make recommendations for
nomination
e) Carry out periodic anonymous surveys regarding client satisfaction among all UN
System staff
f) Provide input to performance evaluation of UN Clinic doctor and nurse that are not
related to medical-technical issues
g) Provide any other advice/guidance to UN Clinic activities, as and when required

Page 27 of 57

Annex D (draft to be updated)

MEMORANDUM OF UNDERSTANDING concerning the PROVISION AND USE OF
COMMON SERVICES by the United Nations Development Programme Offices,
Programmes and Funds and Specialized Agencies in [insert country name]
WHEREAS a joint initiative has been established by the organizations of the United Nations
System to achieve economies of scale by improving cost-effectiveness in the provision of services
that are for the mutual benefit of two or more UN Offices, Programmes, and Funds and Specialized
Agencies in a programme country;
WHEREAS the joint initiative (hereinafter the Common Services or the CS) was established
in accordance with the Secretary-Generals call for greater UN harmonization at the Country
Office level and the decision of the UNDG Executive Committee (hereafter referred to as
ExComm) to launch a programme for the global expansion of Common Services, as set out in
the letter dated 17 May 2004 and signed by the heads of ExComm agencies;
WHEREAS the planning, implementation, and management of Common Services arrangements
shall be governed by the above-referenced Secretary-Generals request and the decision of the
ExComm, which will consistently be considered in evaluating the Common Services
arrangements;
WHEREAS the United Nations Development Programme Offices, Programmes, and Funds and
Specialized Agencies in [insert country name], which are signatories to this Memorandum of
Understanding (hereinafter the Parties), seek to establish the terms and conditions under which
Common Services would be provided in the country;
NOW THEREFORE, the Parties hereby agree as follows:
1.0

2.0

PURPOSE
1.1

This Memorandum of Understanding (hereinafter referred to as the MOU) shall

establish the terms and conditions governing the provision of the Common Services
set out in by [insert name of UN Agency] (hereinafter referred to as the Service
Provider/Manager), for the other Parties to this MOU (hereinafter referred to as
the Service Users).

1.2

This MOU shall govern the implementation, the management, the funding
commitments, and the transactions concerning the Common Services.

SCOPE
2.1

Page 28 of 57

The Common Services shall be available to the Service Users only. The Common
Services shall not be available to the UNDP Offices, UN Programmes, and Funds
and Specialized Agencies that are not Parties to this MOU, notwithstanding that

they may be represented in the UN Country Team and Operations Management

Team, referred to in Sections 4.1 and 4.2 below.
2.2

3.0

The implementation of this MOU is subject to the demand for and the availability
of the Common Services as well as to the availability of the requisite funding and
related resources.

EFFECTIVE DATE AND PERIOD OF THE MOU

This MOU shall be effective upon the date of signature by the Parties and shall remain in
effect until it is terminated by one or more Parties in accordance with Section 9.0 below.

4.0

MANAGEMENT STRUCTURE
The management structure for the CS arrangements under this MOU and the accountability
and roles thereunder shall be as follows. In addition to the provisions of this Section 4.0,
the responsibilities of the Parties under this MOU are also set out in Sections 5.0 to 7.0
below.
4.1

The UN Country Team (UNCT) consists of the Resident Coordinator (RC) as the
Chairperson and, as the Members, the Heads of the UN Offices, Programmes,
Funds and Specialized Agencies operating in the above-named country. The UNCT
is the final decision-making body with respect to the CS arrangements.

4.2

The Operations Management Team (OMT) consists of the heads of administrative

operations of the UN Offices, Programmes, Funds and Specialized Agencies
operating in the above-named country. The OMT, under the guidance of the
Resident Coordinator and the representatives of the Parties, is the oversight and
management body of the CS arrangements. Its terms of reference include:
Development of the CS annual work plans
Review and approval of the related budgets including those submitted by the
LIACMC
Determination of the appropriate executing modality for the Common Services
set out in (such as outsourcing)
Periodic review of the status of implementation of the annual work plans and
periodic review of the financial statement
Review and evaluation of the performance of the Service Provider/Manager,
based on the performance criteria set out in hereto.

4.3

The Service Provider/Manager is the UNDP Office or UN Programme, Fund or

Specialized Agency, referred to in Section 1.1 above, that will provide the Common
Services set out in hereto, either directly or through outsourcing. Its terms of
reference include:
Provision of the CS set out in to this MOU in accordance with its organizational
policies, procedures, rules, and regulations

Page 29 of 57

4.4

5.0

6.0

Submission of the proposals and reports to Service Users in accordance with

the terms set out in this MOU
Ensuring that sufficient support personnel, property, equipment, logistical
resources, and managerial oversight are planned and provided for the CS set out
in
Provision to the Service Users of regular maintenance reports on any shared
equipment, where applicable, and of any replacement needs and related costs

The Service Users are the UNDP Offices, Programmes, Funds and Specialized
Agencies operating in the above-named country that are Parties to this MOU.

FINANCIAL STRUCTURE
5.1

The costs of the CS to be provided by the Service Provider/Manager shall be

calculated, established, and apportioned in accordance with the cost-sharing
methodology set out in.

5.2

The financial period for the purpose of the proposed use of resources and the
incurring of and accounting for the costs of the CS shall consist of one calendar
year.

5.3

The OMT shall finalize and approve the budget for the next financial period no
later than 31 December of the preceding calendar year. The proposed annual budget
and cost apportionment shall be prepared by the Service Provider/Manager and
shall be submitted to the OMT for review no later than the end of November of
each calendar year.

5.4

The budget proposal shall set out the proposed expenditures by line item and
contain the following information:
The current years approved budget
Projected final expenditures for the current year
Proposed budget for the next year
Proposed apportionment and contributions of the Service Users to the proposed
budget including those of future accounting staff costs such as ASHI
Proposed schedule setting out the payment dates by which the Service Users
shall meet their financial obligations

5.5

The budget proposal for the first year when approved by all Service Users shall be
incorporated as an Annex to this MOU and shall come into effect as of 1 January
of the calendar year to which it refers. Subsequent budget proposals are to be
drafted by the OMT and approved by the UNCT.

5.6

Expenditures not provided for in the approved budget shall require the prior written
approval of the OMT.

FINANCIAL REPORTING

Page 30 of 57

7.0

6.1

The Service Provider/Manager shall provide the Service Users with financial
statements reflecting the incurred expenditures and payments received from the
Service Users.

6.2

The financial statements shall be provided twice a year at a minimum, namely for
the six months ending on 30 June and for the 12 months ending on 31 December.
The statements shall be submitted to all Service Users no later than the 15 th of the
second month following the respective closing date, i.e., 15 August for the 30 June
statement and 15 February for the 31 December statements.

6.3

The financial statements shall include:

Income and expenditure account as of the end date of the period
Expenditure statement setting out, by line item, the approved budget, the
disbursements to date, and the obligations for the remaining period of the
financial period
Statement of contributions due and received from the Service Users
List of CS Assets

6.4

The financial statements will include the signatures of the Service

Provider/Managers finance officer and head of administrative operations as
confirmation of the accuracy of those statements.

RESPONSIBILITIES OF THE PARTIES

7.1

The implementation of the CS arrangements set out in this MOU shall be governed
by the defined responsibilities, the principles of full accountability and
transparency, appropriate internal management controls, and the specified
oversight mechanisms.

7.2

The Service Provider/Manager shall provide the Service Users with the Common
Services set out in hereto, in accordance with the Minimum Performance Standards
set out in.

7.3

The Service Users shall discharge all financial obligations under this MOU,
including those pertaining to advances, capital assets referred to in Section 7.4
below, contributions and payments for the CS, as well as other forms of joint
financing that may be required to operationalize the CS, whether up front or based
on periodic billings, in accordance with the schedules and procedures requested by
the Service Provider/Manager and approved by the OMT.

7.4

The Service Users may be required to contribute to the procurement of capital assets
required to establish specified Common Services. The amount of each Service
Users contribution shall be decided by the OMT.

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8.0

7.5

UN Offices, Programmes, Funds and Specialized Agencies that become Service

Users subsequent to the entry into force of this MOU shall contribute to the cost of
the CS capital assets in accordance with the assessment decided by the OMT.

7.6

None of the Service Users shall be liable for the acts or omissions of the Service
Provider/Manager or its personnel, or of persons performing services on its behalf,
except in regard to any contributory acts or omissions of the other Service Users.

7.7

With respect to such contributory acts or omissions of the Service Users, the
resulting liability shall be apportioned among them or any one of them to the extent
of such contributory acts or omissions, or as may otherwise be agreed.

PERIODIC REVIEWS AND MONITORING

8.1

The Common Services arrangements are subject to review at any time upon
agreement of not fewer than half of the Service Users. At a minimum, one review
shall take place each calendar year.

8.2

The purpose of the review is to conduct a critical assessment of the quality and
effectiveness of the delivery of the CS arrangement and to make recommendations
on measures for improvement.

8.3

Such review may include:

8.4

9.0

Review of the Minimum Performance Standards set out in, including the extent
of compliance by the Service Provider/Manager in meeting those standards
Revisions to the procedural, budgetary and/or reimbursement arrangements;
and
Determination of the need for the continuation, modification or termination of
one or more Common Services and of the implications on CS contractual
arrangements with third parties.

CS arrangements shall be monitored by the OMT under the guidance of the

Resident Coordinator. Such monitoring applies when the Lead Agency itself is the
actual Service Provider or when it is managing the Service Provider.

AMENDMENTS, TERMINATION AND WITHDRAWAL

9.1

This MOU may be amended by mutual agreement of the Parties in writing, which
shall be set out as an Annex hereto and incorporated as an integral part of this MOU.
Such Annexes shall be signed by the Parties and shall enter into effect as of the date
of signature by all the Parties.

9.2

This MOU may be terminated in accordance with the following procedures:

Page 32 of 57

9.2.1 By the Service Provider/Manager, with written notice of not fewer than six
(6) months to the Service Users, subject to Section 9.5 below.
9.2.2 By mutual agreement of the Service Users, if they decide to terminate the
appointment of the Service Provider/Manager, with written notice of not
fewer than six (6) months to the Service Provider/Manager, subject to
Section 9.5 below.
9.2.3. By mutual agreement of the Parties, subject to Section 9.5 below.

9.3

A Service User may withdraw from this MOU, with written notice of not fewer
than six (6) months to the Service Provider/Manager and the other Service Users,
subject to Section 9.5 below. If the six (6) month minimum notice is not given, the
withdrawing Service User shall continue to be responsible for its obligations under
this MOU for a period of six months from the date that the notice of withdrawal
was given to the Service Provider/Manager and the other Service Users, unless
otherwise agreed to by the OMT.

9.4

If the remaining Service Users are unable to absorb the obligations of the
withdrawing Service User, the CS arrangements set out in shall be re-considered in
accordance with that services or those services provisions/contractual
arrangements. The Parties shall also agree on their respective responsibilities
resulting from the withdrawal, including sharing of responsibilities under the
contractual arrangements made by the Service Provider/Manager with a third party,
as applicable.

9.5

Should this MOU be terminated in accordance with the provisions of Section 9.2,
the Parties shall agree on the required actions to permit the orderly and prompt
conclusion of the activities, including the settlement of accounts between the
Parties. The Parties shall also agree on their respective responsibilities resulting
from the termination, including sharing of responsibilities under the contractual
arrangements made by the Service Provider/Manager with a third party, as
applicable.

10.0. OWNERSHIP, RECORDING AND DISPOSITION OF ASSETS

10.1

All assets, including equipment, acquired for the purposes of the CS arrangements
shall be recorded as such by the Service Provider/Manager in that Agencys asset
inventory records. In addition to the Service Provider/Manager, the Service Users
shall retain part ownership of such assets in proportion to their financial
contributions as determined by the OMT.

10.2

Disposal of the assets requires the prior [written] approval of the OMT.

Page 33 of 57

11.0

12.0

10.3

Any proceeds from the sale of the assets, including equipment, shall be shared by
the Parties, if the Service Provider/Manager also pays for the assets, in proportion
to their contribution at the time of procurement.

10.4

The Service Users that withdraw from the CS arrangements set out in this MOU in
accordance with Section 9.3 above, [even with the prescribed notice period,] shall
not be reimbursed for their contribution to the purchase of the assets at the time of
their withdrawal until the disposal of the assets takes place.

10.5

The Service Provider/Manager shall manage the assets in accordance with his/her
rules, regulations, policies, and procedures.

NOTICES
11.1

All communications regarding this MOU shall be in writing and/or reflected in

official UNCT/OMT meeting minutes.

11.2

A copy of this MOU and any pertinent correspondence, amendments, and/or other
transactions pertaining to this MOU shall be provided to the Parties, the UN
Resident Coordinator, and the OMT in the country.

SETTLEMENT OF DISPUTES
12.1

Any relevant matter for which no provision is made in this MOU, and any
controversy, claim, or dispute regarding the interpretation or application of this
MOU, shall be settled by negotiations between and/or among the Parties concerned.

12.2

Any controversy, claim, or disputes that cannot be resolved by negotiations shall

be referred to the OMT and, if necessary, to the UNCT. If the OMT and the UNCT
cannot resolve the controversy, claim, or dispute within sixty (60) days from the
date on which it has been referred to OMT and UNCT, any Party may request that
the controversy, claim or dispute be resolved through consultation between the
executive heads of each Party.

12.3

If the executive heads of the Parties fail to amicably resolve such controversy,
claim, or dispute, any Party may refer the controversy, claim or dispute to
arbitration in accordance with UNICITRAL Arbitration Rules. The Parties
concerned shall be bound by the arbitration award rendered in accordance with such
arbitration as the final adjudication of such controversy, claim, or dispute. The
expenses of the arbitration shall be borne equally by the Parties concerned. The
foregoing does not apply if the controversy, claim, or dispute is solely amongst
Parties falling under the administrative authority of the Secretary-General, in which
case the controversy, claim, or dispute shall be submitted to the Secretary-General
for final resolution.

Page 34 of 57

IN WITNESS WHEREOF, the undersigned, duly authorized representatives of the respective

Parties have signed this Memorandum of Understanding in the English in [include the number of
signatories] copies.

UNDP

UNICEF

UNFPA

WFP

Signature:

______________________________

Name:

______________________________

Designation: ______________________________
Date:
______________
Signature:

______________________________

Name:

______________________________

Designation: ______________________________
Date:
______________
Signature:

______________________________

Name:

______________________________

Designation: ______________________________
Date:
______________
Signature:

______________________________

Name:

______________________________

Designation: ______________________________
Date:
______________
Signature:

______________________________

Name:

______________________________

Designation: ______________________________
Date:
______________
Signature:

______________________________

Name:

______________________________

Designation: ______________________________
Date:
______________

Page 35 of 57

[Add, as additional signatories, all UN Offices, Programmes, Funds and Specialized Agencies
operating in the above-named country that wish to participate.]
COMMON SERVICE DETAILS4

Common Service No. 1:

Nature of Common Service:

[Name/Type]
In-House

Per
space
Cost-Sharing Methodology:
occupied
[Does this provide sufficient
detail
on
cost-sharing Other: [describe]
arrangements?]

Outsourced
Per number
of staff

Other

Service Provider/Manager

[Name of Service Provider/Manager]

Participating Service Users

[If all signatories of the MOU will participate, state

All Service Users. For other circumstances, state the
agency, programme, etc.]

Minimum Performance Standards

[The minimum performance standards are to be

determined prior to the signing of the MOU.]

COMMON SERVICE PARTIES

[Please set out the addresses of the Parties.]

This Annex should be tailored to the specific Common Service and shall be copied for each Common Service.

Page 36 of 57

Annex E
MINIMUM REQUIREMENTS TO EQUIP AN AMBULANCE

Undo the rear seats to accommodate one stretcher

Equip the stretcher with a vacuum mattress
Permanently strap one oxygen tank in the vehicle
Prepare one standard red trauma bag in the vehicle
Allocate one portable multi-parameter monitor with defibrillator in the vehicle

The National Association of EMS physicians divide equipment into basic life support (BLS) and
advanced life support (ALS).
BLS is further subdivided into:

Ventilation and airway equipment

Monitoring and defibrillation
Immobilization devices
Bandages
Equipment for communicating with dispatchers

Required equipment for advanced life support includes:

Airway and ventilation equipment

Vascular access
Cardiac medications
Other advanced equipment

Ventilation and airway equipment include:

Portable and fixed suction apparatus with a regulator

Portable oxygen apparatus capable of metered flow with adequate tubing, portable fixed
oxygen supply equipment (with a variable flow regulator), oxygen administration equipment
(adequate length tubing for adults and children)

Bag-valve masks (manual resuscitator)

Nasopharyngeal (16F-34F; adult and child sizes)

Oropharyngeal (sizes 0-5; adult, child, and infant sizes)

Pulse oximeters with both paediatric and adult probes should be on hand

Monitoring and defibrillation:

All ambulances should be equipped with an automated external defibrillator (AED) unless
staffed by advanced life support personnel who are carrying a monitor/defibrillator.

Page 37 of 57

The AED should have paediatric capabilities that include child sized pads and cables.

Immobilization devices:
The ambulance should carry cervical collars rigid for children two years and older and for adults
(small, medium, and large).
Backboards are recommended for immobilization of patients with suspected back injuries.
Bandages and tourniquets are recommended for bedside treatment of fractures and wounds.
Obstetrical kits should include:

Towels
4 x 4 dressing
Umbilical tape
Sterile scissors
Thermal absorbent blanket

For infection control, stock should include:

Eye protection
Face protection
Shoe covers
Disinfectant solution for cleaning equipment
Standard sharps containers

For more intensive management, ALS requirements include:

Airway and ventilation equipment that includes Laryngoscope handles with extra
batteries and bulbs. Laryngoscope blades should be sizes 0-4, straight (Miller); sizes 2-4, curved
(Macintosh)
.
For resuscitation, ambulances should carry crystalloid solutions: Ringers lactate and
Normal saline
.
Medications used on advanced-level ambulances should be compatible with current
guidelines.
Cardiovascular medications:

1:1,000 epinephrine
Atropine
Antiarrhythmic

Page 38 of 57

Calcium channel blockers

Beta-blockers
Nitro-glycerine
Aspirin
Vasopressor
Albuterol

Antiepileptic medications:
Diazepam or midazolam, in case of status epilepticus or delirium tremens.
Optional advanced equipment includes:

Respirator
Blood samples tubes
Automatic blood pressure devices
Needle cricothyrotomy kit

Page 39 of 57

Annex F
Generic Classified Job Descriptions for Clinic
medical staff

UNITED NATIONS DEVELOPMENT PROGRAMME

GENERIC JOB DESCRIPTION

I. Post Information
Post Title: Health Manager, UN Clinic Physician
Post Number: Generic
Duty station:
Organizational Unit:
Supervisor/ Grade
Post Type:
Source of Funding: UN Agencies Cost Shared

Post Category:
Current Grade: N/A
Proposed Grade: P3
Approved Grade:
Post Classified by: ODU/OHR
Classification Approved by:

II. Organizational Context

UN field personnel are exposed to various health and security hazards that may result in disease;
psychological trauma and life threatening injuries. Dedicated, effective primary health,
occupational health and emergency medical services may mitigate negative outcomes of trauma,
injuries and health complications providing better chances for saving lives as well as for faster
and better recovery.
The Health Manager, UN Clinic Physician, is part of the UN common services of the UN country
team in (duty station) and administered by UNDP.
The Health Manager, UN Clinic Physician will attend to the UN Clinic on a full time basis and
provide medical services to staff members and their dependents. In addition, he/she will
facilitate for medical evacuations and cooperate with headquarter offices on all related matters.
The Health Manager, UN Clinic Physician is responsible for the day to day running of the UN
Clinic and he/she manages the UN Clinic staff and physical assets (equipment and inventories),
ensures consistent delivery of high quality medical services to the UNCT. The Health Manager,
UN Physician will also be responsible for medical examinations of staff, a responsibility he/she
will share with other designated UN Physicians. (The UN Clinics operate, with regard to
technical matters only, under the general supervision of the UN Medical Director and with and
with UNDP on regards of all administrative matters)
Under the overall supervision of the UN Resident Coordinator with regards to all administrative
matters and the general supervision of the UN Medical Director with regards to technical

Page 40 of 57

matters, the Health Manager, UN Clinic Physician, will provide clinical services including
medical consultations and emergency care, and supervise the work of the medical staff
(including nurses, lab technician and pharmacist). The incumbent will promote proactive
occupational health policies and best practices and procedures in the medical services in
conjunction with Administration. This will include outreach to staff and dependents in the areas
of preventative health. The Clinic doctor is expected to take part in the HIV work in the UN
work place as outlined in UN Cares and UN Plus. S/he is part of the emergency response team
and will as such work closely with DSS in implementing case-vac and mass casualty response.

III. Functions / Key Results Expected

Summary of key functions:
Clinical Duties
Medical Administrative Duties
Supervisory Administration
Coordination of UN Cares activities
Emergency medical response
1. Clinical Duties:
Attend the United Nations Clinic on a full time basis
Respond to acute emergencies in line with international protocols such as advanced
trauma life support management and advanced cardiac life support. or Pre Hospital
Trauma life support
Be able to do triage and primary stabilization
Undertake day-to-day clinical duties, e.g. walk-in clinic, pre-placement and periodic
medical examinations and immunizations;
Provide health education;
Participate in addressing work environment and occupational health issues
Undertake medical examinations for UNDP and UN Agencies international and local staff
and dependents.
Diagnose and recommend treatment to all staff visiting the Clinic on a daily basis.
Be on call during and outside office hours to observe and treat emergencies in the UN
Clinic. Undertake house calls when required
Responsible for entry and periodic medical examinations for United Nations staff
members who choose to use the UN Clinic for their examinations; Already included
above
2. Medical Administrative Duties:
Liaise with other dispensaries, host-nation medical facilities and medical facilities abroad
to coordinate medical evacuations.
Follow the United Nations established policies and procedures regarding medical
clearances, sick leave and medical evacuations.
Recommend medical evacuation when required to RR (the doctor recommend as the
medical expert, submit evacuation request to UN medical Director for authorization and
facilitate medical evacuations of UN staff and their dependents). Responsible for all paper
work and reporting procedures for medical evacuations in line with UN Rules and
procedures.

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Ensure proper follow up on all cases

Application of terms of reference in UNDP POPP for rules and regulations regarding UN
Clinic operations
Responsible for establishing good relations with reliable hospitals, private medical
facilities and blood banks and local physician, including UNEP if available.
Keep constant contact with the United Nations Designated Examining Physicians to
facilitate their availability as and when required;
Ensure that proper medical records are kept in a strictly confidential manner.
Maintain emergency medical supplies and equipment to be used in case of emergency
situation;
Replenish first aid kits and other essential medical supplies kept in other duty stations
within the country
Recommend procurement of vaccines, medical supplies and equipment, and ensure that
inventory is kept.
Maintain medical records of all United Nations personnel and advise health
precautionary steps to new staff members; already include above
Prepare and send periodic (quarterly) reports of functions, visits, medical evacuations and
treatments at the UN Clinic to the United Nations Medical Service; included below.
Advise on health precautionary steps to be undertaken at the duty station, and perform
any other duties as considered necessary by the United Nations medical Director and/or
the UN Resident Coordinator
3. Supervisory Administration:
Supervise, distribute work to the nurse (s) and other staff of the United Nations Clinic;
included below
Manage day-to-day mission medical support operations by ensuring availability of
supplies and proper functioning of medical equipment;
Ensure that appropriate training programs are implemented in order to maintain and
develop the medical capabilities (e.g. health education, HIV/AIDS prevention, first aid
and CPR).
Responsible for regular reporting on dispensary activities, medical facilities available
locally and other statistical information as may be required.
Responsible for the supervision and distribution of work for the nurse(s) and other staff
of the UN Dispensary.
4. Coordination of UN Cares Activities:
Planning and organization of training of focal points and peer educators;
Arranging the dissemination of UN policies on HIV/AIDS;
Conducting an education and information campaign;

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IV. Impact of Results

The key results have an impact on the general well-being of all UN staff in at the duty station.
They relate to the medical assessment of cases and on the suggested course of treatment,
referral, etc. The services rendered and the decisions taken can have a direct and vital effect
sound physical and mental health of UN staff at the duty station.

V. Competencies:

Professionalism: Knowledge of clinical, occupational and tropical/travel medicine. Formal

training in CPR and, preferably in BCLS and ACLS or equivalent emergency medical care.
Shows pride in work and in achievements; demonstrates professional competence and
mastery of subject matter; is conscientious and efficient in meeting commitments, observing
deadlines and achieving results; is motivated by professional rather than personal concerns;
shows persistence when faced with difficult problems or challenges; remains calm in
stressful situations. Takes responsibility for incorporating gender perspectives and ensuring
the equal participation of women and men in all areas of work.
Communication: Speaks and writes clearly and effectively; listens to others, correctly
interprets messages from others and responds appropriately; asks questions to clarify, and
exhibits interest in having two-way communication; tailors language, tone, style and format
to match audience; demonstrates openness in sharing information and keeping people
informed.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits
input by genuinely valuing others ideas and expertise; is willing to learn from others; places
team agenda before personal agenda; supports and acts in accordance with final group
decision, even when such decisions may not entirely reflect own position; shares credit for
team accomplishments and accepts joint responsibility for team shortcomings.
Planning& Organizing: Develops clear goals that are consistent with agreed strategies;
identifies priority activities and assignments; adjusts priorities as required; allocates
appropriate amount of time and resources for completing work; foresees risks and allows for
contingencies when planning; monitors and adjusts plans and actions as necessary; uses time
efficiently.
Accountability: Takes ownership of all responsibilities and honours commitments; delivers
outputs for which one has responsibility within prescribed time, cost and quality standards;
operates in compliance with organizational regulations and rules; supports subordinates,
provides oversight and takes responsibility for delegated assignments; takes personal
responsibility for his/her own shortcomings and those of the work unit, where applicable.
Creativity: Actively seeks to improve programmes or services; offers new and different
options to solve problems or meet client needs; promotes and persuades others to consider
new ideas; takes calculated risks on new and unusual ideas; thinks outside the box; takes

Page 43 of 57

an interest in new ideas and new ways of doing things; is not bound by current thinking or
traditional approaches.
Client Orientation: Considers all those to whom services are provided to be clients and
seeks to see things from clients point of view; establishes and maintains productive
partnerships with clients by gaining their trust and respect; identifies clients needs and
matches them to appropriate solutions; monitors ongoing developments inside and outside
the clients environment to keep informed and anticipate problems; keeps clients informed of
progress or setbacks in projects; meets timeline for delivery of products or services to client.
Commitment to Continuous Learning: Keeps abreast of new developments in own
occupation/profession; actively seeks to develop oneself professionally and personally;
contributes to the learning of colleagues and subordinates; shows willingness to learn from
others; seeks feedback to learn and improve.
Technological Awareness: Keeps abreast of available technology; understands applicability
and limitation of technology to the work of the office; actively seeks to apply technology to
appropriate tasks; shows willingness to learn new technology.

VI. Recruitment Qualifications

Education:

Experience:

Language
Requirements:

Page 44 of 57

Advanced University Degree in Medicine, from an accredited

University and currently licensed to practice within home country
or other national jurisdiction;
Valid certification in Advanced Trauma Life support, Advanced
cardiac Life support OR Pre hospital trauma life support is
required;
Certification in HIV care OR VCCT is desirable.
At least five (5) years progressive experience and practice in
general medicine in developing countries or countries in conflict,
of which at least one year should be in Trauma and Emergency
care and two years in Internal Medicine;
Surgical, ICU, aeromedical or anesthetic experience is an
advantage;
Experience in Tropical Medicine,
Previous UN medical system/international medical experience is
desirable.
Experience in the usage of computers and office software
packages (MS Word, Excel, etc.) is expected
Fluency in English and /or French is required. Knowledge of local
language highly desirable.

UNITED NATIONS DEVELOPMENT PROGRAMME

Generic JOB DESCRIPTION

I. Position Information
Job code title: UN Clinic Nurse
Position number: Generic
Department:
Supervisor : UN Clinics Physician

Approved Grade: ICS 7

Classification Approved by: ODU/OHR
Effective: November 2013

II. Organizational Context

The UN Clinic Nurse performs the functions under the immediate supervision of the UN
Medical Physician with regards to technical matters only and the overall supervision of
the UN Resident Coordinator for all administrative matters.
The technical supervision of the physician and the medical personnel in the field as well
as the technical performance evaluation will be executed by the UN Medical Director or
his nominee. In order to ensure that UNDP should facilitate external access to its
Performance Development and Management system to MSD.

III. Functions / Key Results Expected

Clinical Technical Duties
Within delegated authority, the Nurse shall be responsible for the following duties:
Attend the UN Clinic on a full time basis;
Assist the UN Physician in the performance of his/her duties
Responds to emergency calls during outside office hours when necessary and
assists Medical Doctors in providing adequate care;
Give first-aid and advice to the staff and their recognised dependents;
Ensures effective liaison between patient and private doctor, paramedics, family
members, and colleagues as appropriate;
Documents case findings.
Performs diagnostic and screening tests such as: ECG, x-rays, laboratory (blood
and urine), and other tests as required.

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Performs clinical assessment of patients visiting the walk-in clinic;

Facilitates referral to the UN Medical Doctor or to an outside physician, as
required.
Ensures preparedness of staff travelling on missions or reassignments, including
administration of appropriate vaccine, instructions on malaria prophylaxis and
other travel-related ailments.
Instructs on the content and potential uses of the travel kit.
Assists in providing health education and health promotion programs;
Participates in work environment assessment, e.g. office ergonomics, and
addresses other occupational health issues.
Coordinates medical evacuation and cooperates with Medical Services Division in
N.Y. and the receiving facilities in home countries;
Assists in providing medical support during evacuation and repatriation;
Advises evacuees on the requirements for evacuation and/or escorts patients if
needed;
Concludes or closes medical evacuation files to enable staff members to submit
claims;
Assist in arrangements for the deceased;
Designs and implements outreach programs for mission personnel;
Plans and organizes preventive and promotes medical fairs;
Perform medical briefing for incoming staff and conduct first aid training;
Assess needs of clients visiting the walk-in clinic, provides care/advice (e.g., the
benefits of preventive medicine etc.) accordingly and facilitates referral to the UN
Medical Physician or to an outside physician, as indicated;
Administer minor outpatient treatment and immunization requirements;
Assists in maintaining records of patients' medical data including consultations
and treatment;
Maintain strict confidentiality with regards to patients medical records; patient
management and treatment.
Perform medication, injection, dressing, stitching, foreign body extraction and so
on as needed;
Performs other related duties as required

Administrative duties

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Maintain the UN Clinic in good order and keep the inventory of medical supplies
and equipment up-to-date and be prepared for disaster;
In consultation with the UN medical physician, maintain a 24-hour roster of
available specialists for referral and treatment;
Coordinate and supervise the work of other UN Dispensary personnel i.e.
Ambulance Driver and Cleaner;
Check equipment and supplies on a daily, weekly, monthly and yearly basis and
maintain them in working order;
Ensures that medical instruments are properly sterilized and maintains hygiene
and cleanliness of the dispensary;

Through a monthly check, ensures that medical instruments and equipment in the
UN ambulance are maintained in a working order, and replaced after use;
Enter medical data of patients into register, patient's file, and electronic databases;
Schedule consultations with the UN Physician for eligible staff and dependents;
Maintain a 24-hour roster of available specialists for referrals and treatment when
necessary;
Ensure a proper and safe disposal of hazardous material and medical waste in
close coordination with the Medical Physician, Lab technicians , and Pharmacists
Identifies and plans clinics material, supplies and equipment requirements and
raises requisitions accordingly;
Liaises with Procurement Section and Supply Section to establish essential
contracts for the mission;
Develops logistic plans to support field satellite clinics, and follows up on
implementation;
Draws and implements duty roster for clinic personnel;
Maintains and medical inventory and supplies and distributes medical supplies to
outstations;
Arranges medical appointments and examinations to mission personnel;
Updates the monthly medical reports.

IV. Impact of Results

Quality nursing services that contribute to the good physical and mental health of staff
are provided.
The key results have an impact on the efficiency of the dispensary. Accurate analysis and
presentation of information, thoroughly researched and fully documented work
strengthens the capacity of the UN Clinic at the duty station, and facilitates subsequent
action by the supervisor. Incumbents own initiative is decisive in results of work and
timely finalization.

Page 47 of 57

V. Competencies
Corporate Competencies:
Professionalism: Knowledge and experience in clinical/occupational nursing.
Planning and Organising: Develops clear goals that are consistent with agreed
strategies; ability to establish priorities and to plan and co-ordinate own work plan;
allocates appropriate amount of time and resources for completing work; foresees risks
and allows for contingencies when planning; monitors and adjusts plans and actions as
necessary; uses time efficiently.
Commitment to continuous learning: Initiative and willingness to keep abreast of new
skills in the nursing field.
Technology Awareness: Proficiency in relevant medical software packages.
Teamwork: Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic
environment with sensitivity and respect for diversity.
Communication: Ability to write in a clear and concise manner and to communicate
effectively orally.

Client Orientation: Reports to internal and external clients in a timely and appropriate
fashion. Organizes and prioritizes work schedule to meet client needs and deadlines.
Establishes, builds and sustains effective relationships within the work unit and with
internal and external clients. Responds to client needs promptly.

VI. Recruitment Qualifications

Education:

Registered Professional Nurse and first level degree from

an accredited Baccalaureate Nursing Programme
(University) or equivalent such as an accredited Diploma
Programme (4 years).
Certificates in ECG, CPR or Basic Life Support and
ACLS or equivalent emergency medical care is an asset.
Recognized additional training in primary health care and
midwifery is desirable;

Page 48 of 57

HIV/AIDS Management training is desirable

National registration and license is a requirement.

Experience:

Minimum 5 years of continuous clinical experience in

nursing preferably in a multicultural environment;
Intensive Care and health administration. Supervisory
experience in a UN field operation is an asset. Knowledge
and understanding of relevant UN administrative policies
and procedures is desirable.
Experience in Trauma and Emergency care is desirable;

Language Requirements:

Experience in the usage of computers and office software

packages (MS Word, Excel, etc.) is desirable.
Fluency in oral and written English; knowledge of other
official UN languages is an advantage.

VII. Signatures- Post Description Certification

Incumbent (if applicable)
Name
Supervisor:

Signature

Date

Name / Title:
Chief Division/Section

Signature

Date

Name /Title:

Signature

Date

Page 49 of 57

UNITED NATIONS DEVELOPMENT PROGRAMME

GENERIC JOB DESCRIPTION

I. Position Information
Job code title: Pharmacist
Position number: New Post
Department:
UNDP
Supervisor : UN Clinics Physician

Current Grade: New Post

Requested Grade: G7
Classification Approved by: ODU/OHR
Effective: November 2013

II. Organizational Context

The UN Clinics operate, with regard to technical matters only, under the general
supervision of the UN Medical Director and with and with the UNDP Operation manager
on regards of all administrative matters.
Under the supervision of the UN Medical Doctor, the pharmacist is responsible for
effective delivery of pharmaceutical services. The pharmacist ensures timely availability
of medicines and related supplies in a cost effective manner. The pharmacist is directly
responsible for procurement /purchase of all Medicines, Diagnostic equipment and
Medical Supplies for UN clinic at the duty station.
Through both technical knowledge and discretion, the Pharmacist is responsible for
gaining the trust and confidence of each patient seen and maintaining trust within the
entire UN community served, ensuring reliable, timely, accurate and confidential
pharmacy services.
The incumbent will ensure appropriate management and storage of drugs and
consumables at the duty station following international standards and manage the
administrative aspects of the Pharmacy in accordance with established policy procedure.

III. Functions / Key Results Expected

Summary of key functions:

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Within delegated authority and under the guidance of the Medical Doctor, the
incumbent is responsible for the following duties:
Medico-Administrative Functions:

Page 51 of 57

Developing, updating and implementing a mission list for drugs and medical
consumables, based on generic drugs produced according the World Health
Organization (WHO) standards;
Develops and maintains a system for ongoing inspections of drug safety in all
duty station medical facilities;
Offers day-to-day advice on pharmaceutical issues including evaluating
different antibiotics for impact on the local microbiological situation, and
secures that mission personnel do not unnecessarily influence the ecological
balance through the use of antibiotics;
Responsible for advising the Medical Doctor in the specification of drugs to
be requisitioned, and for offering a prudent scale of issue for the planning of
re-supply;
Through proactive planning and facilitation of an unimpeded supply of drugs,
medical supplies, medical consumables, vaccines, condoms (male and female)
and blood in the field mission.

Prepare Annual Procurement Plan for procurement of medicines, Diagnostics and

medical supplies and supervise its implementations
Monitoring the consumption of drugs, laboratory reagents, medical and surgical
consumables at the UN Dispensary;
Assisting the health team in the treatment and side effect monitoring;
Dispensing valid prescriptions and medical supplies to patients of UN Clinic;
Storing and record keeping of stocks; following international standards
Accounting for the applicable medical supplies and equipment according to
recommended guidelines;
Participating in logistics operations pertaining to the management of expired
supplies and re-distribution of medical supplies in the UN clinic;
Ensures that supplies contracts are prepared, signed and issued to winning parties.
Carries out post award activities of establishing import declaration forms and
forms of payment to suppliers.
Prepares timely and accurate reports
Ensure a proper and safe disposal of hazardous material and medical waste in
close coordination with the Medical Doctor and Nurses and Lab technicians,
Performs other duties as required.

IV. Impact of Results

The key results have an impact on the efficiency of the unit. Incumbents own initiative is
decisive in result of work and timely finalization.

V. Competencies

Corporate Competencies:

Professionalism - Knowledge and hands on experience in pharmaceutics; commitment to

implementing the goal of gender equality by ensuring the equal participation and full
involvement of women and men in all aspects of peace operations.
Planning and Organising - Ability to establish priorities and to plan, coordinate and
monitor own work plan. Teamwork - Strong interpersonal skills and ability to establish and
maintain effective working relations in a multi-cultural, multi-ethnic environment with
sensitivity and respect for diversity.
Communication - Good interpersonal, and oral and written communication skills.
Accountability: Takes ownership of all responsibilities and honours commitments; delivers
outputs for which one has responsibility within prescribed time, cost and quality standards;
operates in compliance with organizational regulations and rules; supports subordinates,
provides oversight and takes responsibility for delegated assignments;
Commitment to Continuous Learning - Willingness to learn and keep abreast of new
developments in the medical field.
Technological Awareness - Solid computer skills and good knowledge of relevant medical
databases.
Client Orientation: Reports to internal and external clients in a timely and appropriate
fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
Establishes, builds and sustains effective relationships within the work unit and with
internal and external clients. Responds to client needs promptly.

Page 52 of 57

VI. Recruitment Qualifications

Education:

Advanced University degree (Masters degree or

equivalent) in pharmaceutical sciences or related fields. A
first level university degree with a relevant combination of
academic qualifications and experience may be accepted
in lieu of the advanced university degree
At least be a holder of Bachelor of Science in Pharmacy
(Pharmacy) degree from an Accredited University.
The length of technical studies is expected to be at least
three years;
Diploma/certificate in a relevant health-related field, e.g.
Public Health, Pharmaceutical Sciences, Health
Economics or equivalent is desirable.

Experience:

Language Requirements:

Registered with Pharmacy Council; Computer literate.

2 to 5 years experience. Experience in the usage of
computers and office software packages (MS Word,
Excel, etc.)
Fluency in spoken and written English or French;
knowledge of a second UN language is an advantage.

VII. Signatures- Post Description Certification

Incumbent (if applicable)
Name
Supervisor:

Signature

Date

Name / Title:
Chief Division/Section

Signature

Date

Name /Title:

Signature

Date

Page 53 of 57

UNITED NATIONS DEVELOPMENT PROGRAMME

GENERIC JOB DESCRIPTION

I. Position Information
Job code title: UN Clinic Laboratory
Technician
Position number: Generic
Department:
Supervisor : UN Clinic Physician

Current Grade: New Post

Requested Grade: ICS 6
Classification Approved by: ODU/OHR
Effective: November 2013

II. Organizational Context

The UN Clinic laboratory Technician performs His/her functions under the direct
supervision of the Medical Physician In-Charge of the UN dispensary. The UN Clinics
operate under the general supervision of UNDP on regards of all administrative matters.
The technical supervision of the physician and the medical personnel in the field and the
performance evaluation will be executed by the UN Medical Director or his nominee. In
order to ensure that UNDP should granted access to MSD for its performance appraisal
report.

III. Functions / Key Results Expected

Clinical Duties
Under the overall supervision of the Medical Doctor or his/her nominee within
delegated authority, the Laboratory Technician will be responsible for the following
duties:

Page 54 of 57

Management of the UN dispensary laboratory to ensure smooth operation of the

day-to-day functions;
Regular maintenance of all laboratory equipment following the technical
specifications of the manufacturers of the equipment.
Fast and efficient resolution of all problems related to laboratory performance:
Proper reporting of problems to the manufactures' customer service,

Proficient communication and coordination with maintenance technician and

prompt facilitation of an on-site service if needed;
Ensure safe handling of bio-hazardous materials in compliance with the
international standards and practices;
Draws blood samples applying international sterilization and bio safety standards.
Collects and labels urine, stool and sputum samples for different tests following
international bio safety standards.
Perform all laboratory tests as requested by the Medical Doctor in promptly and
professional matter
Autoclave and sterilize the instruments and containers following international
standard of bio safety.
Assist in organization and implementation of health promotion/monitoring
programmes;
Perform diagnostic and screening laboratory tests using the available equipment
and instruments;
Report in a timely fashion results of tests to the Medical Doctor;
Ensure that the reports are managed in timely, promptly and confidential manner.
In close coordination with the national HIV advisor and the Medical Doctor,
organized the VCT at the laboratory, following the guidelines of ONISIDA.
Ensure that the results for the patient using the services of CVT are managed in
confidential and timely manner.
Ensure appropriate disposal of the hazardous material following international
standards of bio safety in coordination with the Medical Doctor, Nurse and
Pharmacist,

Administrative duties
Ensure proper management of reagents stock; Keep an inventory of laboratory
supplies and ensures that the supplies are always replenished and adequate.
Make arrangements for outside laboratory tests for UN staff when required;
Keep records of all work done in the laboratory and provide statistical report in
regard to laboratory activities.

IV. Impact of Results

The incumbent analyzes and produces laboratory results with maximum precision leading
to reliable results. This will assist in timely diagnosis of ailments.
The key results have an impact on the efficiency of the UN dispensary. Accurate, safe,
cost effective and timely execution of the fully documented results strengthens the
capacity of the UN Clinic at the duty station, and facilitates subsequent action by the
supervisor.

Page 55 of 57

V. Competencies
Corporate Competencies:
Professionalism: Demonstrated competence in laboratory testing and modern laboratory
technology. Commitment to implementing the goal of gender equality by ensuring the
equal participation and full involvement of women and men in all aspects of work.
Planning and Organizing: Effective organizational skills and ability to prioritize and to
plan own work.
Teamwork: Good interpersonal skills; ability to establish and maintain effective
working relations in a multi-cultural, multi-ethnic environment with sensitivity and
respect for diversity.
Informed and transparent decision making.
Commitment to continuous learning: Initiative and willingness to keep abreast of new
skills in the nursing field.
Technology Awareness: Proficiency in relevant laboratory equipment.
Communication: Ability to write in a clear and concise manner and to communicate
effectively orally.
Client Orientation: Reports to internal and external clients in a timely and appropriate
fashion. Organizes and prioritizes work schedule to meet client needs and deadlines
Establishes, builds and sustains effective relationships within the work unit and with
internal and external clients. Responds to client needs promptly.

VI. Recruitment Qualifications

Medical Laboratory Technician Diploma required.
Education:

Experience:

Language Requirements:

Page 56 of 57

5 years of experience as a laboratory technician is

required. Experience in the usage of computers and office
software packages (MS Word, Excel, etc.) is desirable.
English and French are the working languages of the
United Nations Secretariat. Fluency in oral and written
English or French is required. Knowledge of a second
official UN language is desirable.

VII. Signatures- Post Description Certification

Incumbent (if applicable)
Name
Supervisor:

Signature

Date

Name / Title:
Chief Division/Section

Signature

Date

Name /Title:

Signature

Date

Page 57 of 57