VACANCY
NOTICE
NOTICE
Open
to Internal and External Candidates
to Internal and External Candidates
Position
Title
: Medical Administrative Assistant
Title
: Medical Administrative Assistant
Organizational
Unit : Migration Health
Department
Unit : Migration Health
Department
Duty
Station
: IOM Kigali, Rwanda
Station
: IOM Kigali, Rwanda
:
General Service Staff, Grade G4 (UN salary Scale for GS
General Service Staff, Grade G4 (UN salary Scale for GS
Classification
staff)
staff)
Type
of Appointment : Special fixed term, nine (9)
months with possibility of extension
of Appointment : Special fixed term, nine (9)
months with possibility of extension
Estimated
Start Date : As soon as possible
Start Date : As soon as possible
Closing
Date
: August 26, 2016
Date
: August 26, 2016
Reference
Code
: VN2016/07 – RW
Code
: VN2016/07 – RW
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.
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. Applications from
qualified female candidates are especially encouraged. 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.
is committed to a diverse and inclusive environment. Applications from
qualified female candidates are especially encouraged. 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:
Under
the overall supervision of the Chief of Mission and under the direct supervision
of the Head of Migration Health Assessment Centre (MHAC)/ Migration Health
Physician Officer as well as coordination with the Senior Nurse the incumbent
will be responsible and accountable for all administrative tasks in IOM
Migration Health Department S/he will also be the liaison focal point for
Migration Health Department with other departments in IOM Rwanda
the overall supervision of the Chief of Mission and under the direct supervision
of the Head of Migration Health Assessment Centre (MHAC)/ Migration Health
Physician Officer as well as coordination with the Senior Nurse the incumbent
will be responsible and accountable for all administrative tasks in IOM
Migration Health Department S/he will also be the liaison focal point for
Migration Health Department with other departments in IOM Rwanda
Core
Functions / Responsibilities:
Functions / Responsibilities:
- Receive,
register and distribute all correspondence/mail coming in and out of the
Migration Health Assessment Centre (MHAC). - Operate
the switchboard, welcome/help out visitors to MHAC and usher them as
required. - Assist
in filing and managing the Migration Health Department (MHD) document
archive and ensuring documents are filed in systematic order with ease for
retrieval. - Issuing
and recording reference numbers of all correspondence from MHAC - Prepare
correspondence to respond to enquiries in respect to relevant matters of
the MHAC. - Assist
the Head of MHAC administratively in establishing, regulating and
maintaining health assessment activities at the MHAC Rwanda - Serve
as the focal point for IOM Rwanda Migration Health Department for
procurement and stock requisition of office supplies and equipment as well
as maintaining inventory of the same. - Coordinate
MHAC refurbishment, regular maintenance and security-related issues with
other relevant units in the mission. - Serve
as a custodian of all medical related agreements/service contracts in
coordination with procurement unit. - Assist
in preparing purchase requisition forms, payment summaries and payment
requests for medical service provider invoices in close coordination with
the senior nurse before approval by Head of MHAC. - Liaise
with the Finance unit on payments of medical service provider invoices. - In
co-ordination with the Finance unit ensure correct allocation of budget
lines (WBS) to all medical related expenses, participate in budget making
process by collecting relevant statistics required for such a process as
well assist in budget/financial monitoring. - Assist
the Senior Nurse in preparation of Canadian Warrant cost sheets related to
health assessments of Canada-bound migrants from Rwanda for timely
submission to Operations Department and inclusion on their Canadian
Warrants - In
coordination with HR receive and distribute staff contracts, time sheets,
and other relevant communications as well as assist in tracking of annual
leave (AL) planning in Migration Health Department, and update the data
base of ALs and Duty Travels (TDYs) - In
coordination with the Senior Nurse and the Operations unit assist in
logistical preparations and execution for transportation of migrants to
and from MHAC. - Coordinate
with the transport unit of the mission for transportation needs of MHD
staff - Assist
with the coordination of medical staff travel within the country and out
of the country. - In
coordination with the Mission’s Office Assistant assist with facilitation
of accommodation, airport pick up, entry visa follow ups for MHD staff on
TDY in Rwanda.
19.
Perform any other related duties as assigned.
Perform any other related duties as assigned.
Required
Qualifications and Experience
Qualifications and Experience
Education
- University
degree in Administration Management, finance, Social Sciences or a related
field from an accredited academic institution, with two years of relevant
professional experience in relevant finance/administration preferably from
an international organisation; or - Completed
High School certificate/diploma from an accredited academic institution,
with four years of relevant professional experience
Experience
- Demonstrated
proficiency with Microsoft Office applications, including Excel,
PowerPoint, word as well as good knowledge working with databases and
online applications - Mature
individual, able to work independently, effectively and harmoniously with
colleagues from varied cultures and professional backgrounds at all
levels. - Tolerant
individual with ability to work with people from different background and
with flexibility and able to work on overtime, when requested - Demonstrated
ability to maintain accuracy and confidentiality in performing
responsibilities. - Previous
working experience with NGOs, international organizations, health
institution or a busy finance/administration office would be a distinct
advantage
Languages
Fluency
in English and Kinyarwanda is required. Knowledge of French and Swahili is an
added advantage
in English and Kinyarwanda is required. Knowledge of French and Swahili is an
added advantage
Required
Competencies
Behavioural
Competencies
Behavioural
- Accountability
– takes responsibility for action and manages constructive criticisms - Client
Orientation – works effectively well with client and stakeholders - Continuous
Learning – promotes continuous learning for self and others - Communication
– listens and communicates clearly, adapting delivery to the audience
- Creativity
and Initiative – actively seeks new ways of improving programmes or
services - Leadership
and Negotiation – develops effective partnerships with internal and
external stakeholders; - Performance
Management – identify ways and implement actions to improve performance of
self and others. - Planning
and Organizing – plans work, anticipates risks, and sets goals within area
of responsibility; - Professionalism
– displays mastery of subject matter - Teamwork
– contributes to a collegial team environment; incorporates gender related
needs, perspectives, concerns and promotes equal gender participation. - Technological
Awareness – displays awareness of relevant technological solutions; Other
Appointment
will be subject to certification by the Organization’s (IOM’s) Medical Officer,
based on medical examination(s), that the candidate is medically fit for
appointment and verification of residency, visa and authorizations by the
Government of Rwanda, where applicable.
will be subject to certification by the Organization’s (IOM’s) Medical Officer,
based on medical examination(s), that the candidate is medically fit for
appointment and verification of residency, visa and authorizations by the
Government of Rwanda, where applicable.
This
application is open to all Rwandese citizen and any other foreign national as
long as such an applicant has a right of residence and right to work in Rwanda
at the time of application (IOM will not be responsible in securing such Visas
or authorisations from the Government of Rwanda, any applicant of foreign
nationality must provide authentic certification from Government of Rwanda in
regards to right of residency and right to work in Rwanda at the time of
application).
application is open to all Rwandese citizen and any other foreign national as
long as such an applicant has a right of residence and right to work in Rwanda
at the time of application (IOM will not be responsible in securing such Visas
or authorisations from the Government of Rwanda, any applicant of foreign
nationality must provide authentic certification from Government of Rwanda in
regards to right of residency and right to work in Rwanda at the time of
application).
How
to apply:
to apply:
Interested
candidates are invited to submit their applications to iomrwandarecruitment@iom.int by August 26,
2016 at the latest, referring to this advertisement.
candidates are invited to submit their applications to iomrwandarecruitment@iom.int by August 26,
2016 at the latest, referring to this advertisement.
The
subject of your e-mail MUST indicate the Position title and reference code.
subject of your e-mail MUST indicate the Position title and reference code.
In
order for an application to be considered valid, IOM will only accept
applications which should include a cover letter (not more than one page) and
résumé (CV) highlighting the required education and experience
order for an application to be considered valid, IOM will only accept
applications which should include a cover letter (not more than one page) and
résumé (CV) highlighting the required education and experience
Only
shortlisted candidates will be contacted.
shortlisted candidates will be contacted.