Senior Administrative Assistant (IOM)

Job Description

• Duty Station: Hanoi, Vietnam
• Classification: General Service staff, Gade G6
• Type of Appointment: One- year fixed term with possibility of extension
• Estimated Start Date: ASAP
• Closing Date: 5PM, 24 October 2023

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.

Organizational Context and Scope

Responsibilities and Accountabilities

1. Organize the Medical Assistants Roster and assign various duties in the unit as well as actively participate in day-to-day scheduling

2. Develop and keep up-to-date MHAC’s Standard Operating Procedures (SOP’s);

3. Supervise and train Medical Assistants in compliance to the MHAC Medical Assistants’ SOPs;

4. Assist in analysis of various tools pertaining to migrant flow and satisfaction in MHAC – including active monitoring of scheduling trends;

5. Prepare medical forms, laboratory labels, serology code books, chest x-ray labels and daily scheduling of MHD health assessments;

6. Ensure that reception area is well organized and presentable at all times;

7. Provide accurate information and answers to telephone and/or walk-in queries from applicants regarding their schedules and direct as required;

8. Assist in improving the integrity of customer care work by proposing key fraud prevention measures;

9. 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;

10. Oversee the completion of medical forms, DNA packages and other medical documents and ensure they are transmitted to relevant partners, either by electronic means or by courier services. Verify that correct contacts and physical address are used whenever documents are transmitted by courier services and ensure to inform the receiving party of the parcel tracking number electronically;

11. Updating MHD information on the country MHD Website;

12. Prepare and submit monthly statistics on Health Assessments performed by MHD; 

13. Prepare correspondence to respond to queries in respect to relevant matters of the MHAC. File incoming/outgoing letters, reports, memoranda, emails faxes as well as IOM documents and forms related to IOM medical issues;

14. Prepare purchase request forms for procurement of equipment and working materials for MHD;

15.  Data management follow-up including the creation of queries to retrieve information from the database and responding to various follow-up needs;

16. Participate in mobile health assessment missions in the Region to provide IT/Database support;

17. Provide Database/data processing support to the Region and other MHD locations as needs arise;

18. Suggest improvements to strengthen internal control mechanisms; provide inputs for new procedures to complement and/or adapt existing instructions in an effort to achieve streamlining efficiencies;

19. Perform such other duties as may be assigned.

Required Qualifications and Experience

EDUCATION

• University Degree with at least four years of relevant working experience; or,

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

EXPERIENCE

• Experience in managing large dynamic teams, with a customer service, IT or administrative background;

• Certificate in IT/Data entry is an advantage;

• High computer literacy in Windows and MS Office is mandatory, knowledge of web page design would be an asset;

• In-depth use of MS office applications, data collection and manipulation;

• Knowledge of medical terminology, as well as previous secretarial and archival experience, an added advantage; and,

• Previous working experience with NGOs or international organizations is an added  advantage.

SKILLS

• Strong coordination, negotiation, mobilizing and facilitation skills;

• Pro-active mind-set. Good verbal and written communication skills in English and Vietnamese Languages is essential;

• Must be proficient with MS Office.

Languages

Required Competencies

Values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.

• Integrity and transparency: Maintain 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.

Core Competencies – level 2

• 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.

MANAGERIAL COMPETENCIES - Behavioural indicators – Level 2

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.

• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.

• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.

• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.

• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Other

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.

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