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.
IOM UN Migration is looking to hire an administrative assistant to support the Migration Health Assessment Centre (MHAC) in smoothly running its administrative duties.
For the most recent job opening, click here
Job Summary
- Reference Number: SVN2023-004
- Position Title: Administrative Assistant (1 position)
- Duty Station: Kumasi, Ghana
- Classification: G4
- Type of Appointment: Special Short-Term Graded, Nine ( 9) Months with possibility of extension
- Estimated Start Date: As soon as possible
- Closing Date: 21 ST December,2023
Read on:
Massive Job Recruitment at IOM UN Migration
Maple Leaf Foods in Canada International Candidates Recruitment
[the_ad id=”2914″]
Context:
Under the overall supervision of the Chief of Mission (COM) and the direct supervision of the Chief Migration Health Officer, the successful candidate will be responsible for the carrying out the following duties and responsibilities in relation to the Migration Health Assessment Centre (MHAC) in Accra, GHANA.
The role of the administrative assistant is to support the Migration Health Assessment Centre (MHAC) in the smooth running of its administrative duties.
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.
[the_ad id=”2914″]
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 experience with NGOs 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
[the_ad id=”2914″]
Languages
REQUIRED
- For all applicants, fluency in English is required (oral and written).
DESIRABLE
- Working knowledge of French and other local languages
Recommended:
re/Start Initiative Portal is Open: How To Apply re/Start Initiative Online
E-Jobs4All Program: How To Apply Online
Mastercard Foundation Scholars Program at the University of British Columbia 2024
University of Stirling Postgraduate International Excellence Scholarship
[the_ad id=”2914″]
Competencies
- The incumbent is expected to demonstrate the following values and competencies:
VALUES – All IOM staff members must abide by and demonstrate these five values:
Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
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.
Courage: Demonstrates willingness to take a stand on issues of importance.
Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.
[the_ad id=”2914″]
CORE COMPETENCIES – Behavioural 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 actions and delegated work.
Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
IOM’s competency framework can be found at this link:https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.pdf
Competencies will be assessed during a competency-based interview.
[the_ad id=”2914″]
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.
Vacancies close at 23:59 local time Accra, Ghana on the respective closing date. No late applications will be accepted.
See Also: How To Apply For A Job : Tips for Completing a Job Application to Get an Interview
[the_ad id=”2914″]
How to apply: Administrative Assistant at IOM
Interested candidates are invited to submit their applications directly to accravacancies@iom.int by 21st December 2023 at the latest, specifying the vacancy reference number SVN2023-004 and the candidate’s full name in the subject line.
Only shortlisted candidates will be contacted.
Posting period: From 07.12.2023 to 21.12.2023
No Fees:
IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
[the_ad id=”2914″]
