IOM,Medical Administrative Assistant Jobs Vacancy

VACANCY
NOTICE

Open
to Internal and External Candidates

Position
Title: Medical Administrative Assistant

Organizational
Unit: Migration Health Department

Duty
Station: IOM Kigali, Rwanda

Classification:
General Service Staff, Grade G4 (UN salary Scale for GS Staff)

Type
of Appointment : Special fixed term,
nine (9) months with possibility of extension

Estimated
Start Date : As soon as possible

Closing
Date
: December 28, 2017

Reference
Code
: VN2017/08 – 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 medical department S/he will also be the liaison of
medical department and other departments in IOM Rwanda.

Core
Functions / Responsibilities:

Assist
in filing and managing Migration Health Department (MHD) library and
ensuring documents are filed in systematic order with ease for retrieval.
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 Medical 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 finance unit on payments of various 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 Medical 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.
Perform
any other related duties as assigned by the Head of MHAC in Rwanda

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 December 28, 2017
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.

Posting
period:

From
15.12.2017 to 28.12.2017