Medical Administrative Assistant – G4 ( 2 positions)

Open to Internal & External Candidates

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Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context and Scope

Under the overall supervision of the Head of Office (HoO) and the direct supervision of the Administrative Assistant Supervisor the successful candidate will be responsible for the carrying out the following duties and responsibilities in relation to the Migration Health Assessment Centre (MHAC) in Amman-Jordan.

The role of the administrative assistant is to support the Migration Health Assessment Clinic (MHAC) in the smooth running of its administrative duties Core Functions / Responsibilities:

1. Maintain various internal office administrative support procedures such as document tracking, filing, archiving and monthly reporting.
2. Assist in maintaining order in the e-archiving system for medical files, blood test results and follow-ups.
3. Prepare mail out lists for the embassies; liaise with the embassies regarding the processing status of immigrants and dispatch of the documents.
4. Set up and maintain an orderly storage system for Chest X-rays and keep hard copies of medical documents (informed consent, radiologist’s report, sputum smear results, pregnancy test results etc.).
5. Photocopy and scan medical documents as necessary.
6. Suggest improvements to strengthen internal control mechanisms; provide inputs for new procedures to complement or to improve existing instructions/standard operating procedures in order to achieve streamlined efficiencies.
7. Receive all completed medical deferrals/furtherance, x-rays and other documents from MHD, update the reception of the same in the database and forward to the migration health physician for clearance.
8. Provide feedback on staff allocation to the various units within the MHAC.
9. Maintain an inventory and organize timely, cost-effective and appropriate procurement and storage of stationaries, IT equipment and consumables, hygiene products, medical supplies and equipment, as needed for the MHAC.
10. Coordinate the acquisition, renovation, refurbishment and regular maintenance of the MHAC facility with the MHAC Supervisor and Administrative Assistant Supervisor if applicable.
11. Administer the office’s petty cash and submit the necessary reports to supervisor. Ensure reconciliation of service fees and bank statements.
12. Assure correctness of travel authorization and advise on allowances for staff members leaving on duty travel.
13. Perform such other duties as may be assigned.

Education and Experience

• Bachelor’s degree in Administration Management/ Medical Administration or a related field from an accredited academic institution with at least two years of relevant working experience. OR Secondary School Diploma with at least four years of relevant working experience.
• Working with refugees/migrants in a medical setting is an advantage;
• Previous working experience with NGOs or international organizations is an advantage;
• Demonstrate accuracy in handling and reporting data.

Skills :

• In depth knowledge of the broad range of migration related subject areas dealt with by the Organization; and,
• Knowledge of UN and bilateral donor programming.
• Knowledge of financial rules and regulations.
• Knowledge of International Public Sector Accounting Standards (IPSAS)

Languages:

Fluency in English and Arabic oral & written is required.

Required Competencies:

The incumbent is expected to demonstrate the following values and competencies:

Values – all IOM staff members must abide by and demonstrate these three values:

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies – behavioural indicators level 1

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Others

The appointment is subject to funding confirmation.

The appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

Please make sure to upload your updated resume/cover letter

Only shortlisted candidates will be contacted.

All the best and good luck to interested candidates

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