Vacancy Notice
Open to Internal and External Candidates
Position Title: Senior MedicalAdministrative Assistant
Duty Station: San Salvador, El Salvador
Classification: General Services, G7
Type of Appointment: One Year FixedTerm with possibility of extension
Estimated Start Date: As soon as possible
Closing Date: January 31, 2024
Reference Code: VN 2024/003 SV
Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.
Context
Under the overall supervision of the Chief Migration Health Officer (CMHO) with regional functions and the direct supervision of the Project Support Officer (PSO) the successful candidate will be responsible for carrying out the following duties and responsibilities in relation to the Migration Health Division (MHD) in San Salvador, El Salvador
Core Functions / Responsibilities:
The role of the Medical Administrative Assistant Supervisor is to:
- Coordinate and ensure that mission wide various internal office administrative support procedures such as document tracking, filing, archiving, scheduling, medical cost reimbursement to non-IOM panel sites, and monthly reporting are implemented for the different MHD activities.
- Coordinate and ensure that there is a systematic e-archiving system for medical files, blood test results, and follow-ups for the different MHD activities.
- Coordinate and ensure that the different MHD activities are maintaining an orderly storage system for chest X-rays readings and keeping hard copies of medical documents as required (informed consent, radiologist’s report, sputum smear results, pregnancy test results etc.)
- Implement improvements to strengthen internal control mechanisms; adapt inputs for new procedures to complement or to improve existing instructions/standard operating procedures in order to achieve streamlined efficiencies.
- Provide feedback on staff allocation to the various units for the different MHD activities.
- With the Resource Management Officer (RMO) coordinate the issuance/renewal of staff contracts, leaves, attendance records maintenance, medical and insurance monitoring and security issues. Act as main liaison between MHD and procurement, finance, and HR units for all related activities.
- Coordinate and ensure that each MHD Unit is maintaining proper inventory control mechanisms and are organizing timely, cost-effective, and appropriate procurement and storage of stationeries, IT equipment and consumables, hygiene products, and equipment, as needed for the MHD activities.
- Coordinate the MHD-related facilities’ acquisition, renovation, refurbishment, and regular maintenance.
- Provide the MHD with Standard Operating Procedures (SOPs) in dealing with the office’s petty cash, reimbursement to the Non-IOM Panel site, and providing best practice recommendations. Supervise and monitor each of the MHD activities involving reimbursement to the non-IOM panel site and reconciliation of service fees and bank statements.
- Assure correctness of travel authorizations and advise on allowances for MHD staff members leaving on duty travel.
- In co-ordination with the RMO, participate in budget and expenditures monitoring, monthly and annual financial reporting. Collect relevant statistics and provide financial analysis in coordination with the Project Support Officer.
- Perform such other duties as may be assigned.
Education and Experience
- Bachelor’s degree in administration management/ medical administration of a related field from an accredited academic institution with at least five years of relevant working experience.
- Relevant professional experience, preferably in administrative support or similar roles.
- Working with refugees/migrants in a medical setting is an advantage.
- Previous working experience with NGOs or international organizations is an advantage;
- Demonstrate accuracy in handling and reporting data.
Skills
- Ability to use own initiative and work under pressure with minimum supervision.
- Excellent computer skills including word, Excel and Internet.
- Excellent Data Analysis
- Strong interpersonal and communication skills
- Self-motivated and objective driven
Languages
- Thorough knowledge of English and Spanish (oral and written)
Required Competencies
The successful candidate is expected to demonstrate the following 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 level2
- 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 leadership 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 the Organization’s goals and communicates a clear strategic direction.
- Humility: Leads with humility and shows openness to acknowledging own shortcomings.
How to apply
HOW TO APPLY:
Interested internal candidates are invited to submit their applications by completing and sending the Internal Application Form, a letter of interest, and a CV to the following e-mail address:iomsalhr@iom.intby January 31, 2024 at the latest, referring to this advertisement.
External Candidates that comply with the profile will need to send the Resume and a letter of interest to iomsalhr@iom.int by January 31, 2024, at the latest, referring to this advertisement.
IMPORTANT:
Any offer made to the candidates in relation to this vacancy is subject to funding confirmation.
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
KEEP IN MIND:
- The motivation/cover letter should be a maximum of 1 page long and in English. It should state the position(s) you are applying for
- The CV should be a maximum of 2 pages long and in English.
- Only the applications that comply with the required profile will be taken into consideration.
- Those applications received after the due date or the ones that don’t include the name of the position, will not be considered.
- This vacancy is open for local staff or international staff with legal permit to work in the Country.
- The attachment shouldn’t weight over 2 MB.