POST DESCRIPTION
I. POSITION INFORMATION
Position title: Senior Medical Assistant
Position grade: G6
Duty station: El Salvador
Position number:
Job family: Migration Health
Organizational Unit: MHD
Is this a Regional, HQ, MAC, PAC, Liaison Office or Country Office based position? Country Officewith Regional functions
Position rated on:
Reports directly to: Migration HealthData Reporting Officer
Number of Direct Reports: 8
II. ORGANIZATIONAL CONTEXT AND SCOPE
The Senior Medical Assistant oversees the Data Processing/registration teams in the MHD LATAM Hubat IOM El Salvador. Theseteams provide information, relevant to Health Assessment Programs, Applicant processing and other IOM services to the migrants. the incumbent willbe responsible for performing routine administrative functions suchas switchboard operations, handling inquiries and providing refugee/ assistance as necessary. Under the overallsupervision of the Chief Migration Health Officer and the directsupervision of the Migration HealthData Reporting Officer, the successful candidate will be responsible for the carrying out the following duties and responsibilities in relation to the Migration Health Data Processing in San Salvador, El Salvador.
III. RESPONSIBILITIES AND ACCOUNTABILITIES
- Organize the MedicalData Entry Project Assistants Roster and assign various duties in the unit as well as actively participate in day-to-day scheduling.
- Develop and keep up-to-date Migration Health and Data Processing Standard Operating Procedures (SOP’s).
- Supervise and trainMedical Assistants in compliance to the Migration Health Division Medical Assistants’ SOPs.
- Assist in analysis of various tools pertaining to migrant flow and satisfaction in Migration Health Unit– including active monitoring of scheduling trends.
- Prepare medical forms, laboratory labels, serology code books, chest x-ray labels and daily scheduling of MHD health assessments.
- Ensure that Pre-Embarkation Check reception area is well organized and presentable at all times.
- Provide accurate information and answers to email and/or walk-in queries from applicants regarding their schedules and direct as required.
- Assist in improving the integrity of customer care work by proposing key fraud prevention measures.
- 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.
- Oversee the completion of medical forms, DNA packages and other medical documents and ensure they are transmitted to relevant partners, either by electronic means or by courier services. Verify that correct contacts and physical address are used whenever documents are transmitted by courier services and ensure to inform the receiving party of the parcel tracking number electronically.
- Updating MHD information on the country MHD Website.
- Prepare and submit monthly statistics on Health Assessments performed by MHD.
- Prepare correspondence to respond to queries in respect to relevant matters of the Migration Health Unit. Files incoming/outgoing letters, reports, memoranda, emails as well as IOM documents and forms related to IOM medical issues.
- Prepare purchase request forms for procurement of equipment and working materials for MHD.
- Data management follow-up including the creation of queries to retrieve information from the database and responding to various follow-up needs;
- Participate in mobile health assessment missions in the Region to provide IT/Database support.
- Provide Database/data processing support to the Region and other MHD locations as needs arise.
- Suggest improvements to strengthen internal control mechanisms; provide inputs for new procedures to complement and/or adapt existing instructions in an effort to achieve streamlining efficiencies.
- Perform such other duties as may be assigned.
IV. REQUIRED QUALIFICATIONS AND EXPERIENCE
EDUCATION
- University Degreein Statistics, SocialScience, Administration or related fields, with at least four years of relevant working experience.
EXPERIENCE
- Experience in managing largedynamic teams, witha customer service, IT or administrative background;
- Knowledge of data management principles;
- Certificate in IT/Data entryis an advantage;
- Knowledge of customer care;
- High computer literacy in Windows and MS Office is mandatory, knowledge of web page design would be an asset;
- In-depth use of MS office applications, data collection and manipulation;
- Knowledge of medical terminology, as well as previous secretarial and archival experience, an added advantage; and,
- Previous working experience with NGOs or international organizations is an added advantage.
SKILLS
- At least an intermediate level of MS office skills;
- Effective managerial and leadership skillsin the provision of data entryand customer care;
- Analytical skills;
- Excellent communication skills;
- Fast and accurate typing.
V. LANGUAGES
Required:
Fluency in English & Spanish is required.
VI. COMPETENCIES
Theincumbent is expected to demonstrate the following valuesand competencies:
Values – all IOMstaff members mustabide by and demonstrate thesethree 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 abilityto work in a composed, competent and committed manner and exercises careful judgment in meeting day- to-daychallenges.
Core Competencies – behavioural indicators
- Teamwork: develops and promotes effective collaboration within and acrossunits 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 actionand 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 theirleadership and professional potential.
- Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
- Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
- Strategic thinking and vision: Works strategically to realize theOrganization’s goals and communicates a clear strategic direction.
- Humility: Leads with humility and showsopenness to acknowledging own shortcomings.
How to apply
Favor tomar en cuenta que la fecha límite para aplicar es el 23 de septiembre de 2024.
IMPORTANTE: Cómo aplicar
Candidatos/as externos que cumplen con las calificaciones requeridas deberán presentar su Hoja de Vida (máximo 2 páginas) y una carta de interés View the external job posting
Por favor tener en cuenta:
- Solo se considerarán las aplicaciones que cumplan con el perfil exigido.
- No se considerarán aquellas aplicaciones recibidas en fecha posterior o que no especifiquen el nombre de la convocatoria.
- Esta convocatoria está abierta únicamente a ciudadanos nacionales o extranjeros legalmente autorizados para trabajar en el país.
- El adjunto no debe tener un peso mayor a 2MB.
- Solo los candidatos pre-seleccionados serán contactados
- Cualquier oferta realizada al candidato en relación con este aviso de vacante está sujeta a confirmación de fondos.