Vacancy Number | IOM-SVN/0012/2018 |
Position Title | Administrative Assistant III – Migration Health |
Duty Station | Addis Ababa, Ethiopia |
Classification | General Service Staff, G5 |
Type of Appointment | SVN, Four months , Non-renewable |
Estimated Start Date | As soon as possible |
Closing Date | 05 April 2018 |
Background
Under the overall supervision of the Chief of Mission, general supervision of Migration Health Physician and direct supervision of the Chief Nurse, the incumbent will be responsible for the administrative support of health assessment of the visa applicants to various countries and the staff involved in such activities, which will be conducted at the Migration Health Assessment Center (MHAC) in Addis Ababa.
Core Functions / Responsibilities:
1. Prepares and processes invoices and payments to service provides for services rendered, related to Migration Health Unit (MHU).
2. Prepares, keeps records of and closely follows all Purchase Request Forms (PRFs) originating from MHU as well as close coordination with procurement and logistic departments on items procured for MHU.
3. Facilitates necessary documentation and communication for importation of medical equipment, supplies and vaccines as required for health assessment protocol.
4. Facilitates continuous and timely renewal of professional licenses for medical personnel in the unit and submits reports on same.
5. Maintains database on medial personnel in the MHU, including staff training records, TDYs, escorts, and staff attendance records.
6. Facilitates logistic arrangements for MHU staff travel, meetings, escorts and trainings.
7. Ensures continuous and timely supply of stationery materials in the unit.
8. Maintains up-to-date records and disseminates information on the service fees at MHU
9. Maintains data base on agreements and facilitates timely renewal of agreements and memorandum of understanding ( MOU) with service providers
10. Performs liaison with Addis Ababa Health Bureaus and Drug Administration for the inspection and certification of the MHAC
11. Performs registration of the applicants in the database and makes appointments, check applicants’ identity as well as informs the applicants about need for additional investigations (if not done by the Migration Health Physician/Nurse) and make appointments for these investigations.
12. Provide advice and guidance to staff and clients with respect to the administrative procedures, processes and practices in the unit.
13. Initiate, process, monitor, review, and follow-up on actions related to the administration of the activities.
14. Prepare correspondence to respond to complex enquiries related to the area of responsibility.
15. Make proposal for improving efficiency in the design and delivery of the processes.
16. Coordinate extensively with other units and sub/field offices.
17. Any other duties as may be assigned by the Chief Nurse or the Head of Mission.
Required Qualifications and Experience
Education
· University Degree in Management, Business administration or related fields of study or a combination of training and relevant working experience is a minimum requirement
Experience
Languages
· Thorough knowledge of Amharic and English languages.
Competencies:
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.