Вакансія Асистент/-ка Адміністрації/ (Administrative Assistant) - Міжнародна організація з міграції (МОМ), Представництво в Україні

VACANCY NOTICE

Open to Internal and External Candidates

Position Title : Administrative Assistant

VN No : PLCFA23-010 (readv)

Duty Station : Warsaw, Poland

Classification : Ungraded estimated salary (PLZ 72,000 Per Annum)

Type of Appointment : Nine months, with high possibility of extension

Estimated Start Date : As soon as possible

Closing Date : 21 July 2023

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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 is committed to a diverse and inclusive environment. Internal and External candidates are eligible to apply to this vacancy.

Context:

Under the overall supervision of the Head of Office (HoO) and the direct supervision of the Administrative Assistant Supervisor 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 Warsaw, Poland.

The role of the administrative assistant is to support the Migration Health Assessment Clinic (MHAC) in the smooth running of its administrative duties:

Core Functions / Responsibilities:

1. Maintain various internal office administrative support procedures such as document tracking, filing, archiving and monthly reporting;

2. Assist in maintaining order in the e-archiving system for medical files, blood test results and follow-ups;

3. Prepare mail out lists for the embassies; liaise with the embassies regarding the processing status of immigrants and dispatch of the documents;

4. 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.);

5. Photocopy and scan medical documents as necessary;

6. 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;

7. 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.

8. Provide feedback on staff allocation to the various units within the MHAC;

9. Maintain an inventory and organize timely, cost-effective and appropriate procurement and storage of stationeries, IT equipment and consumables, hygiene products, medical supplies and equipment, as needed for the MHAC;

10. Coordinate the acquisition, renovation, refurbishment and regular maintenance of the MHAC facility with the MHAC Supervisor and Administrative Assistant Supervisor if applicable;

11. Administer the office’s petty cash and submit the necessary reports to supervisor. Ensure reconciliation of service fees and bank statements;

12. Assure correctness of travel authorizations and advise on allowances for staff members leaving on duty travel;

13. 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 or

Secondary School Diploma with at least four years of relevant working experience.

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;

Demonstrated accuracy in handling and reporting data.

Other Skills

Strong computer skills - Word, Excel and Internet; past experience with Movement

Language

For this position, fluency in English is required (oral and written).

Working knowledge of one or more of the following languages: Ukrainian, Russian,

Polish is an advantage.

Required Competencies

IOM’s competency framework can be found at this link.

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.

Courage: Demonstrates willingness to take a stand on issues of importance.

Empathy: Shows compassion for others, makes people feel safe, respected and fairly

treated.

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.

How to apply:

Interested candidates are invited to submit their application including: a Motivation Letter and the updated CV with a completed Personal History Form IOM Personal History Form.xls(live.com) (four pages) by the email: [email protected] specifying the vacancy reference number PLCFA23-010 and full name in the subject line.

Closing Date: 21st July 2023

Only shortlisted applicants will be contacted.

NOTE

NO FEE:

The International Organization for Migration (IOM) does not charge a fee at any stage of the recruitment process (application, interview meeting, process or training). IOM does not concern itself with information on applicants’ bank details.

Posting period:

From 27.02.2023 to 10.03.2023

From 07.07.2023 to 21.07.2023