Summary
Date Posted: Thursday, June 15 2023, Base Salary: Not Disclosed

JOB DETAILS:

Reference No : VN/UG/016/2023

Core Functions / Responsibilities:
• Maintain various internal office administrative support procedures such as document tracking, filing, archiving and monthly reporting.
• Assist in maintaining order in the e-archiving system for medical files, blood test results and follow-ups.
• Prepare mail out lists for the embassies; liaise with the embassies regarding the processing status of immigrants and dispatch of the documents.
• Set up and maintain an orderly storage system for Chest X-rays and keep hard copies of medical documents (informed consent, radiologist’s report, sputum smear results, pregnancy test results etc.).
• Photocopy and scan medical documents, as necessary.
• Suggest improvements to strengthen internal control mechanisms; provide inputs for new procedures to complement or to improve existing instructions/standard operating procedures in order to achieve streamlined efficiencies.
• Receive all completed medical deferrals/furtherance, x-rays, and other documents from MHD, update the reception of the same in the database and forward to the migration health physician for clearance.
• Provide feedback on staff allocation to the various units within the MHAC.
• Maintain an inventory and organize timely, cost-effective, and appropriate procurement and storage of stationaries, IT equipment and consumables, hygiene products, medical supplies and equipment, as needed for the MHAC.
• Coordinate the acquisition, renovation, refurbishment, and regular maintenance of the MHAC facility with the MHAC Supervisor and Administrative Assistant Supervisor if applicable.
• Administer the office’s petty cash and submit the necessary reports to supervisor. Ensure reconciliation of service fees and bank statements.
• Assure correctness of travel authorization and advise on allowances for staff members leaving on duty travel.
• Perform such other duties as may be assigned.

Required Qualifications and Experience

Education
• Bachelor’s degree in Administration Management/ Medical Administration or a related field from an accredited academic institution with at least two years of relevant working experience.
OR
• Secondary School Diploma with at least four years of relevant working experience

Experience
• Knowledge and experience in administration, procurement, or accounting.
• Working with refugees/ migrants in a medical setting is an advantage
• Previous working experiences with NGO’s or international organizations is an advantage
• Demonstrate accuracy in handling and reporting data.

Skills
• At least an intermediate level of MS office skills
• Organizational skills
• Communication skills

Languages
External applicants for all positions in the Professional category are required to be proficient in English and have at least a working knowledge of one additional UN Language (Arabic, Chinese, French, Russian, or Spanish).

For all applicants, fluency in English is required (oral and written).
Fluency in English (oral and written) is required. Knowledge in French and Spanish is advantageous.

Desirable
Required Competencies
Values
• Inclusion and respect for diversity respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintain 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.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – Behavioral indicators level 1
• 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.

Job Experience: No Requirements

Work Hours: 8

Experience in Months:

Level of Education: Bachelor Degree

Job application procedure

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 highlighting the required education and experience.
Interested applicants may send their applications to hruganda@iom.int  no later than 26th June 2023 Reference Number and Position Title (VN/UG/016//2023 – Administrative AssistantKampala, Uganda) should be specified in the SUBJECT field.

Required: After sending your application through hruganda@iom.int.  YOU ARE REQUIRED to fill in the recruitment Questionnaire using the link: - Pre-Screening Form.

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