International Organization for Migration (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 andnon-governmental partners. IOM is dedicated to promoting humane and orderly migration for thebenefit of all. It does so by providing services and advice to governments and migrants
We are recruiting to fill the position below:
Job Title: Administrative Assistant - MHAC (Maternity Cover)
Job Identification: 23652 Location: Lagos Contract Type: Special Short Term Graded (Up to 9 months) Initial Contract: Duration 6 Months Org Type: Country Office - Sub Office Vacancy Type: Special Vacancy Notice Recruiting Type: General Service Grade: G-4
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.
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.
Accredited Universities are those listed in the UNESCO World Higher Education Database.
Experience:
Two years 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:
Proficiency in computer applications (MS Word, Excel, Outlook, etc.)
Demonstrated ability to plan and coordinate logistical arrangements.
Demonstrated ability to multi-task, prioritize, and manage time effectively.
Outstanding verbal and written communication skills and ability to present ideas in a user-friendly language.
Ability to work in multicultural and multi-ethnic environments.
Ability to work quickly and accurately and pay attention to detail.
Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.