International Organization for Migration (IOM),Medical Administrative Assistant Jobs in Rwanda

VACANCY
NOTICE
Open
to Internal and External Candidates
Position
Title                 
: Medical Administrative Assistant
Organizational
Unit         : Migration Health
Department
Duty
Station                 
: IOM Kigali, Rwanda
:
General Service Staff, Grade G4 (UN salary Scale for GS
Classification                    
staff)

Type
of Appointment      : Special fixed term, nine (9)
months with possibility of extension
Estimated
Start Date      : As soon as possible
Closing
Date                 
: August 26, 2016
Reference
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.
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.
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
Core
Functions / Responsibilities:
  1. Receive,
    register and distribute all correspondence/mail coming in and out of the
    Migration Health Assessment Centre (MHAC).
  2. Operate
    the switchboard, welcome/help out visitors to MHAC and usher them as
    required.
  3. Assist
    in filing and managing the Migration Health Department (MHD) document
    archive and ensuring documents are filed in systematic order with ease for
    retrieval.
  4. Issuing
    and recording reference numbers of all correspondence from MHAC
  5. Prepare
    correspondence to respond to enquiries in respect to relevant matters of
    the MHAC.
  6. Assist
    the Head of MHAC administratively in establishing, regulating and
    maintaining health assessment activities at the MHAC Rwanda
  7. 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.
  8. Coordinate
    MHAC refurbishment, regular maintenance and security-related issues with
    other relevant units in the mission.
  9. Serve
    as a custodian of all medical related agreements/service contracts in
    coordination with procurement unit.
  10. 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.
  11. Liaise
    with the Finance unit on payments of medical service provider invoices.
  12. 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.
  13. 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
  14. 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)
  15. In
    coordination with the Senior Nurse and the Operations unit assist in
    logistical preparations and execution for transportation of migrants to
    and from MHAC.
  16. Coordinate
    with the transport unit of the mission for transportation needs of MHD
    staff
  17. Assist
    with the coordination of medical staff travel within the country and out
    of the country.
  18. 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.
Required
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
Required
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.
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).
How
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.
The
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
Only
shortlisted candidates will be contacted.

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