Senior Administrative Assistant

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.

Organizational Context and Scope

Under the overall guidance of the Chief of Mission (CoM) and the direct supervision of the Chief Migration Health Officer (CMHO) and technical supervision of the National finance Officer, 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 MHAC Amman, Jordan.

The role of the Administrative Assistant Supervisor is to support all the Administrative Assistants/Cashiers, and ensure the smooth running of the administrative duties in the various the Migration Health Assessment Clinic (MHAC) in Amman/Jordan

Core Functions / Responsibilities:

1. Coordinate and follow-up implementation in the different MHAC’s of internal office administrative support procedures such as document tracking, filing, archiving and monthly reporting.
2. Coordinate and follow-up the systematic e-archiving system for medical files, blood test results and follow-ups in the different MHAC’s.
3. Coordinate and follow-up the MHAC’s maintenance of an storage system for chest X-rays and keeping hard copies of medical documents as required (informed consent, radiologist’s report, sputum smear results, pregnancy test results etc.).
4. Implement improvements to strengthen internal control mechanisms; adapt inputs for new procedures to complement or to improve existing instructions/standard operating procedures in order to achieve streamlined efficiencies.
5. Provide feedback on staff allocation to the various units for the different MHAC’s in Amman, Jordan.
6. With the Resource Management Officer (RMO) coordinate the issuance/renewal of staff contracts, leaves, attendance records maintenance, medical and insurance monitoring and security issues. Act as main liaison between MHD and procurement, finance and HR units for all related activities.
7. Coordinate and follow-up each MHAC is Maintaining proper inventory control mechanisms and are organizing timely, cost-effective and appropriate procurement and storage of stationeries, IT equipment and consumables, hygiene products, medical supplies and equipment, as needed for the MHAC.
8. Coordinate the acquisition, renovation, refurbishment and regular maintenance of the MHAC facility.
9. Provide MHACs with Standard Operating Procedures (SOP’s) in dealing with office’s petty cash, providing best practice recommendations. Supervise and monitor each MHAC’s reconciliation of service fees and bank statements.
10. Oversee the correctness of travel authorizations and advise on allowances for staff members leaving on duty travel.
11. In co-ordination with the RMO, participate in budget and expenditures monitoring, monthly and annual financial reporting. Collect relevant statistics and provide financial analysis, in coordination with the MHAC supervisor.
12. Perform such other duties as may be assigned.

Education & Experience:

• Bachelor’s degree in Administration Management/ Medical Administration of a related field from an accredited academic institution with at least (4) four years of relevant working experience. OR
• Secondary School Diploma from an accredited academic institution with at least (6) six years of relevant working experience.
• Knowledge and experience in administration, procurement or accounting;
• 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:

• At least an intermediate level of MS office skills;
• Effective managerial and leadership skills;
• Organizational skills
• Communication skills

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.

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.

Courage: Demonstrates willingness to take a stand on issues of importance.

Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators level

• 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

Managerial Competencies1 – behavioural indicators level

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

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 need to submit their application plus a motivation letter, updated IOM Personal History (PH) Form or E-recruit Internal Candidate profile generated from PRISM Portal through this form: Application Form

Interested External Candidates are invited to submit their applications plus a cover letter via Akhtaboot website, as per above mentioned date at the latest, referring to this advertisement and VN/Akhtaboot numbers #156904.

Only Shortlisted Candidates will be contacted.

Posting period:

From 18 May 2023 – 01 June 2023

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.

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