Administrative Assistant (Teleradiology)

Position Title: Administrative Assistant (Teleradiology) (VN 073/2022)

Duty station: Manila (Global) Administrative Centre (MAC)

Job classification: General Staff/ G-5

Type of Appointment: Fixed term, One year with possibility of extension

Salary: Php 638,273.00 per annum net of taxes

CONTEXT:

Under the overall supervision of the Senior Global Radiology Coordinator, MAC Philippines and the direct supervision of the Senior Teleradiology Administrative Assistant; and in collaboration with relevant international radiology staff and the technical staff, the successful candidate will be responsible and accountable for assisting and providing the efficient administrative support to the Global Teleradiology and QC Centre, Manila (Global) Administrative Centre, Manila, Philippines.

CORE FUNCTIONS / RESPONSIBILITIES

1. Facilitate the timely and efficient completion of the administrative work of the Teleradiology Center in terms of procurement, human resources, or any other related matter and coordinate with respective units for the different activities, and perform housekeeping activities.
2. Actively participate in various radiology related reports, data analyses and surveys. And assist in compilation of the monthly, quarterly, and yearly Teleradiology activity reports, in coordination with the respective colleagues, and assist in editing other material produced by the Center.
3. Prepare the monthly invoices for billing non-IOM clinics for the Teleradiology service and the request for payment for the Teleradiology consultant radiologists, based on the summary caseload prepared by the Teleradiology data reporting and coordinate with the appropriate units and the clinics, and follow up to ensure timely billing and payments.
4. Assist the documentation of resources and updating the information in the Teleradiology web-page keeping the records up to date and uploading current events and activities, guidelines, SOPs, manuals and other information related to the radiology services, in coordination with the respective colleagues in the Center and colleague in the field operations.
5. Keep records and track expiry dates of the Teleradiology Center documents including contracts, Teleradiology service agreements, professional license, invoices, receipts, purchase requests and timely notify the respective bodies, and ensure timely renewal.
6. Provide the necessary assistance to new staff providing the needed items and orientation including account creation, the necessary office equipment, and arranging security trainings.
7. Coordinate the logistic arrangements for the Center events such radiology training workshops, staff travel, preparations for the meetings and high-level visitors, and yearly team building activities and social events of the Center as needed, in coordination with the respective units and staff in the Center.
8. Coordinate with IOM country operations globally, the Teleradiology technical support team for different administrative matters as needed.
9. Assist the Teleradiology workflow when needed, such as checking the bio-data on the Chest X-Rays, uploading the Chest x-rays to eMedical system, coordinate with focal persons in the country operation, the radiologists when the cases are ready for submission, and producing the daily start summary and communication the field missions.
10. Provide support during weekends, holidays or outside working hours as well as “stand-by” focal on a rotation basis as needed.
11. Perform such other duties as may be assigned.

REQUIRED QUALIFICATIONS AND EXPERIENCE EDUCATION

• University Bachelor’s degree in Business Administration, Finance, Accounting, Social Science, Communication, or any other related field from an accredited academic institution, with three years of relevant professional experience preferably in administrative capacity or;
• Completed High School degree from an accredited academic institution, with five years of relevant professional experience.

EXPERIENCE

• Work experience in handling administrative and financial matters, as well as communication, tracking and keeping records of projects, and writing reports
• Experience in the usage of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis;
• Experience and understanding of IOM Teleradiology workflow an advantage.
• Previous work experience in an international organizations and companies an advantage.
• Good verbal and written communication, attention to detail, and interpersonal skills
• Excellent knowledge and skill in using Microsoft package and other software and technologies.
• Problem-solving and critical thinking skills an advantage