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 Data Processing Assistant manages medical databases, records and reports on information relevant to Health Assessment Programs at the Migration Health Assessment Centre (MHAC) in Addis Ababa, Ethiopia, undertakes data processing activities, provide assistance and other related services to refugees and migrants.

Under the general supervision of the Chief Migration Health Officer (CMHO) for Ethiopia and the direct supervision of the Senior Medical Administrative Assistant, the incumbent will be responsible for the following duties:

Core Functions / Responsibilities:

1. Supervise a team of data processing assistants in recording demographic and biographic information in the available medical databases at the Migration Health Assessment Center (MHAC) upon receipt of request for Migration Health Assessment (MHA) and confirm receipt to partners, such as embassy(s), or Resettlement Support Center (RSC).

2. Train, assign duties and give feedback to supervised staff members on their performance on a regular basis.

3. Supervise Data Processing team members to secure, and account for medical documents in accordance with MHAC Standard Operating Procedures (SOPs) and ensure team members are undertaking secure storage of documentation and data in accordance with IOM principles and guidelines and that all the necessary measures are taken to guarantee limited access to physical files.

4. Supervise timely preparation of medical files, recording in MiMOSA, eMedical and UKTB databases, timely completion of furtherance’s/ deferrals and transmission of duly finalised medical files to RSC or relevant embassies.

5. Manage tele-radiology with the regional IOM tele-radiology centers in IOM Nairobi and IOM Manila for uploading of chest x-ray images, interpretation and reports to ensure timely completion and submission of medical files.

6. Ensure documents such as Enhanced Medical Notification(EMN) with Photos for identification, individual Pre-Departure Medical Screening (PDMS) certificates and chest x-ray CDs are released upon receipt of the Advanced Booking Notification (ABN) from IOM Operations(OPS) and supervise timely generation of medical summaries for (PDMS), surveillance and fitness to travel.

7. Conduct preparation of reports from the receipt of medical files to time of service delivery, ensuring appropriate and accurate recording in IOM corporate database, inform management of problems encountered and suggest possible solutions.

9. Maintain and ensure the confidentiality and integrity of all medical files and relevant documents in line with IOM data protection rules and conduct regular data reports in order to ensure MiMOSA is up-to-date and accurate.

10. Liaise with other teams and units in IOM Ethiopia and with external partners such as RSC, Regional tele-radiology center in Nairobi/Manila, relevant embassies, and the United Nations High Commission for Refugees (UNHCR) for timely competition of health assessments and reporting.

11. Demonstrate understanding of relevant MHAC SOPs, Medical related systems and databases, as well as the ability to remain professional, impartial, confidential and unbiased during all interactions with migrants and colleagues per IOM Code of Conduct, directives on Fraud and malfeasance and prevention of sexual exploitation and abuse (PSEA.)

12. Participate in mobile health assessment missions in Ethiopia and in the region. Liaise with operations and MHAC colleagues to ensure appropriate movement of refugees from refugee resettlement camps to Addis for their health assessment and return.

13. Perform such other duties as may be assigned

Education

• ·University Degree in Information Management, Statistics and other related Fields of Study.
• At least six years of relevant working experience with other humanitarian organizations

Experience

• Experience in managing dynamic teams, with IT/ database background.
• Certificate in IT and Management Information System (MIS) is an added advantage
• High computer literacy in MS Office is mandatory, knowledge of web page design is an advantage.
• Knowledge of medical terminology and archival experience.
• Previous working experience with international organizations or NGOs is an advantage.
• 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.
• Ability to manage large groups of beneficiaries.
• 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.

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.

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.