About IOM

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, inter-governmental 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.

Context and Scope of the Position

The Senior Medical Administrative Assistant oversees administrative procedures and provides financial support required for the health assessment of refugees and migrants to various countries, mobile missions to the regions of Ethiopia and the staff involved in such activities conducted at the Migration Health Assessment Center (MHAC) in Addis Ababa. The incumbent will be responsible for coordinating and processing reception and registration teams’ activities, support coordination of medical screening activities and provide refugee/immigrant assistance as necessary.

Under the direct supervision of the Chief Migration Health Officer (CMHO), Ethiopia, the successful candidate will be responsible for carrying out the following duties and responsibilities:

Core Functions / Responsibilities:

1. Supervise a team of data processing assistants in recording demographic and Oversee activities of the MHAC Reception and registration teams’, administration team and other support staff ensuring provision of good customer care practices and timely execution of work.
2. Manage staff schedules, task assignments and employ various tools pertaining to migrant satisfaction such as active monitoring of scheduling and registration. Provision of guidance to staff and clients with respect to administrative processes.
3. Manage financial resources by monitoring assets, reserves, funds, supplies, etc. in accordance with IOM rules and regulations, ensure correct WBS for all programs, suggest protocol improvement to strengthen internal control mechanisms and assist monthly national staff salary projectization in coordination with the CMHO.
4. Participate in preparation of annual budget submission and revisions including estimating staff cost as well as rental and utilities, office equipment and supplies, printing, and other contracts, services or running expenses, to include in the budget.
5. Disseminate accurate information on MHAC service fees to applicants through MHAC activity update, flyers, prompt response to queries and propose key anti-fraud measures
6. Supervise the maintenance of a database of all financial and administrative office documents including the files of IOM General Instructions, General Bulletins, MHD/ MHAC Agreements and facilitate timely renewal of service agreements, Memorandum of Understanding (MOU) in coordination with IOM legal unit and respective service providers, staff trainings, temporary duty (TDYs), visits, official meetings and supervise the production of quarterly reports.
7. Oversee MHAC premises administration, report any problems encountered and suggest corrective actions. Initiate, process, monitor, review and follow-up on actions related to administration of activities and ensure up to date-record maintenance.
8. Manage staff contracts, time sheets and relevant communication in coordination with the missions Human Resource (HR) Unit and coordinate MHD staff services including medical escorts services, staff travel, expense claims, document retrieval and projectization of travel.
9.  Participate in recruitment processes,  train, and assign duties to supervised staff and ensure regular update of the United States Resettlement program’s integrity guidelines (PIG) per regional office  requirement.
10. Oversee and manage MHAC procurement in coordination with IOM logistics department, prepare payment requisition/ request (PRFs), keep records and closely follow purchase requests(PR) originating from MHD, maintain timely, cost effective and appropriate procurement and storage procedures including electrical generator fuel, laundry, IT equipment and consumables and provide guidance/ facilitate necessary documentation and communication for importation of medical equipment, supplies, vaccines, and drugs as necessary.
11. Ensure timely submission of invoices for MHAC services and to service providers, verification and certification of name lists and projectization of invoices received from external service providers. Coordinate payment related issues with the mission’s financial unit including monthly utility bills payment, parking arrangements and related matters.
12. Supervise and ensure confidentiality and integrity of all relevant paperwork in line with IOM  standards of conduct and data protection rules, secure storage of documents and that all necessary measures are taken to guarantee limited access to physical files.
13. Conduct and facilitate recruitment, orientation and assignment of external medical escorts in coordination with the Chief Migration Health Nurse. Initiate Medical escort service contract and facilitate their per diem and professional fees.
14. Perform such other duties as may be assigned.

Education

• University Degree in Social Sciences, Business Administration or relevant field.

• A minimum of seven years progressive responsible experience in humanitarian situations in Ethiopia.

Experience

• Proven experience in record keeping, reporting and financial management.
• Ability to build relations with local government authorities, civil society, beneficiaries and other stakeholders.
• Ability to work independently according to established structures and guidelines, including administrative/ financial requirements and maintain coordination with colleagues and supervisor(s).
• Ability to work effectively and harmoniously in a team and with colleagues from varied cultures and professional backgrounds.
• Ability to understand the Organization’s structure and portfolios.
• Ability to work effectively and harmoniously in a team of colleagues of varied cultural and professional backgrounds.
• Proven ability to produce quality work accurately and concisely according to set deadlines.
• Practical experience of how-to multi-task, prioritize and work independently.
• Demonstrated ability to maintain confidentiality is mandatory.
• Strong analytical and reporting skills.
• Good communication and negotiation skill.

Languages

• Fluency in English is required.
• Working knowledge of local area languages is desirable

Values and Competencies

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 2

• 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.

Managerial Competencies – behavioural indicators level 2

• Leadership: provides a clear sense of direction, leads by example and demonstrates the ability to carry out the organization’s vision; assists others to realize and develop their potential.
• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
• Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.

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. Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.