Administrative Assistant – G4

Vacancy Notice

Open to Internal and 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 work environment. Read more about diversity and inclusion at IOM at www.iom.int/diversity

Applications are welcome from first- and second-tier candidates, particularly qualified female candidates.

Organizational Context and Scope

Under the overall supervision of the Regional Health Assessment Programme Coordinator (RHAPC) for MENA and the direct supervision of the Senior Admin and Finance Assistant (Health Assessment Programme (HAP)) for MENA, the successful candidate will be responsible for the carrying out the following duties and responsibilities in relation to the Health Assessment Programme operations in the MENA region (RHAP).

The role of the administrative assistant is to support the Regional Health Assessment Programme operations in the MENA region (RHAP) in the smooth running of its administrative duties.

Core Functions / Responsibilities:

The role of the Administrative Assistant is to:

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, claims and follow-ups.
3. Prepare mail out lists for the embassies; liaise with the embassies & service providers regarding the processing status of immigrants and dispatch of the documents as well as invoices.
4. Perform vendor claim verification against documentation to ensure that purchases/service are properly authorized and that the goods have been received or services rendered. Verify vendor claims for accuracy and conformance with IOM financial policy and instructions.
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. Create new vendor accounts in PRISM.
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 RHAP.
10. Coordinate the acquisition, renovation, refurbishment and regular maintenance of the RHAP facility with the RHAP Supervisor and Administrative Assistant Supervisor if applicable.
11. Assist in preparation of budget, statistical reports and other reports as required.
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 & 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.
• Two years relevant professional experience, preferably in administrative support or similar roles.
• 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 & Technical:

• 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:

Thorough knowledge of English and Arabic

Required Competencies

Values:

• Inclusion and respect for diversity respects and promotes individual and cultural differences.

• encourages diversity and inclusion wherever possible maintain 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

Other:

Any offer made to the candidate in relation to this vacancy notice is subject to funding

confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment

and verification of residency, visa and authorizations by the concerned Government, where

applicable. In addition, a clearance from the local government (“Court Clearance”) needs to be

provided by the applicant.

How to apply:

• Interested Internal candidates (active staff members and staff holding a daily contract) need to submit their application plus a cover letter to vacancyamman@iom.int , their updated IOM Personal History (PH) Form or E-recruit Internal Candidate profile generated from PRISM Portal indicating the vacancy number in the subject line. Any application without this information in the subject line will be excluded from the applications. Only shortlisted candidates will be contacted. Kindly use your IOM email account for us to easily identify that you are internal candidate (first tier candidate) referring to this advertisement and VN/JOR/005/2023.
• Interested external candidates are invited to submit their applications plus a cover letter via Akhtaboot website, referring to this advertisement Akhtaboot #155365, for an application to be considered valid,
• IOM only accepts online profiles duly completed in Akhtaboot website for External Candidates.

Posting period:

From 05 February – 19 February

No Fees:

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts

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