Admin and Medical Assistant (IOM)

VACANCY NOTICE Open to Internal and External Candidates (Vietnamese national only)

• Position Title: Admin and Medical Assistant
• Duty Station: Hanoi, Vietnam
• Classification: General Service, G‐4
• Type of Appointment: One‐ year fixed term with possibility of extension
• Estimated Start Date: As soon as possible
• Closing Date: 5PM, 19 September 2023
• Reference Code: VN2023/HN/026 (E)

Organizational context and scope:

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. Internal candidates should meet the minimum of time in post requirement of eighteen months or more. This requirement will be reduced to six months for internal candidates who are incumbents of a position confirmed for discontinuation.

Responsibilities and accountabilities:

Under the general supervision of the Chief of Mission and the direct supervision of the Resources Management Officer, the incumbent will be responsible for the implementation of following duties:

• Enter the biodata and medical information of the applicants into the appropriate platform.
• File incoming/outgoing letters, reports, memoranda, emails, faxes as well as IOM documents and forms related to IOM medical issues.
• Complete results in paper format for Special Immigration Visa applicants (K‐VISA, refugees, and pre‐embarkation cases).
• Follow up with pending cases (treatment, specialist requirements, etc.) and update the information when the result is available.
• Identify and verify monthly data issues.
• Support with scheduling and confirming medical appointments of customers and related requirements as needed.
• Perform other related duties as may be assigned.

• Arrange and monitor the daily schedule of office drivers and vehicles.
• Support minor procurement process and ascertain that goods/services are duly delivered before settling the bill. Closely coordinate with the office procurement Focal Point.
• Verify that the supporting documents and other requirement of payments are accurate and complete.
• Book and buy air tickets and record in iGator.
• Backup for Cashier when needed.
• Submit PRs and OIPA
• Perform any other related tasks as may be assigned.

Required qualifications and experience

• Completed secondary education and/or certificate in accounting from an accredited institution.
• 4 years’ experience (or 2 years for candidates holding bachelor/university degree) in accounting and cash management.

• Good analytical skills and excellent knowledge of computer applications –is a MUST.
• High level of computer literacy, sound knowledge of MS Office, specifically EXCEL.
• Excellent communication and negotiation skills.

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint,
• E‐mail, Outlook; previous experience in SAP is a distinct advantage;
• Attention to detail, ability to organize paperwork in a methodical way;
• Discreet, details and clients‐oriented, patient and willingness to learn new things; and,
• Prior work experience with international humanitarian organizations, non‐government or government institutions/organization in a multi‐cultural setting is an advantage.

• Fluency in English and Vietnamese is required. Other relevant languages are an advantage.

Required competencies

The incumbent is expected to demonstrate the following technical and behavioural competencies

• 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.

• 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.

• Appointment will be subject to certification that the candidate is medically fit for appointment.

How to apply:

Completed applications, including IOM Personal History Form, application letter, and copies of diplomas and certificates, recommendation letters, etc. may be delivered to the IOM Mission Office in Hanoi at 304 Kim Ma, Ba Dinh dist, Ha Noi or submitted electronically to tqnguyen@iom.int referring to this Vacancy Notice’s Position Title.

Applications are non‐returnable and only short‐listed candidates will be contacted.

For further information

• International Organization for Migration (IOM) • Mission in Viet Nam
• Main Office: 304 Kim Ma, Ba Dinh, Ha Noi, Viet Nam • Tel: (84.24) 3850.0100
• Fax: 3726 5520
• E‐mail: hanoi@iom.int
• Internet: http://www.iom.int.vi
• Health Assessment Programme: 10th Floor Hanoi Keangnam Landmark Tower, Pham Hung Rd, Nam Tu Liem, Hanoi • Tel: (84.24) 3736 6258

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