Medical Administrative Assistant

Context:

The International Organization for Migration (IOM) is the UN Migration Agency. With 173 member states it is committed to the principle that humane and orderly migration benefits migrants and society. Established in 1951 and now active in over 400 field locations worldwide, IOM works with partners, government and civil society to:

1. Assist in meeting the operational challenges of migration and mobility
2. Advance understanding of migration issues
3. Encourage social and economic development through migration; and
4. Uphold the human dignity and well-being of migrants and mobile populations.

IOM’s Regional Office for the East and Horn of Africa supports and monitors the following countries: Burundi, Djibouti, Eritrea, Ethiopia, Kenya, Rwanda, Somalia, South Sudan, Tanzania and Uganda. Through a team of specialists, the Regional Office supports the development, implementation, monitoring, reporting and evaluation of projects and initiatives undertaken by country offices and regional programmes.

Under the overall supervision of the Regional Migration Health Assessment Coordinator and the Regional Administrative and Finance Officer (HAP) and under the direct supervision of the Regional National Migration Health Finance and Administrative officer, the successful candidate will perform the following duties:

Core Functions / Responsibilities:

In particular he/she will:

1. Liaise with the regional Migration Health Department mobile mission team on all TDY (travel on authorized duty) dates for further co-ordination with staff travel for ticket booking.
2. Assist in preparing TR for external medical escorts, by using correct WBS and verifying staff have completed their security request clearance with UNDSS.
3. Assist in preparing payment summaries for medical service provider invoices in close coordination with Regional National Migration Health Finance & Administrative Officer for approvals.
4. Assist in filing and managing Regional MHD library and ensuring documents are filed in systematic order with ease for retrieval.
5. Assist Recoding of Journal vouchers in prism for all teleradiology in the region to ensure segregation of duties from Telerad administrative assistant.
6. Assist in monitoring project expenditure and commitments vs approved budget for all self-payers projects and refugees’ projects in the region on monthly basis.
7. Liaise with Finance and Procurement department, follow up on all MHD (Migration Health Department) procurement requests and follow-up that GRN (Goods Received Notes) are confirmed in good time to allow timely capturing of cost to the projects.
8. Draft a monthly progress report on Logistics and Procurement activities in coordination with Regional logistics officer. Conduct and follow up the office needs of stock, expendables, services and share the same with the regional Logistics Officer.
9. Carry out monthly analysis of Open Purchase Order (POs), PRFs, open POs with MIGOs, POs with MIRO pending, beneficiaries’ assets and take required actions in coordination with regional logistics officer.
10. Follow up on all regional MHD TR advances and monitor that all are liquated as per travel rules and regulations.
11. Perform any other related duties that may be assigned by Head of Migration Health Programme Support and Administration Unit

Required Qualifications and Experience

Education

• 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.

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

• At least an intermediate level of MS office skills;
• Organizational skills;
• Communication skills

Languages

Fluency in both written and spoken English and Kiswahili is required. Working knowledge of other IOM official Languages is an advantage.

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.

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.