Back Administrative Assistant (MHD)

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.
  Context

Under the overall supervision of the Chief Migration Health Officer and the direct supervision of the Medical Coordinator the successful candidate will be responsible for the carrying out the following duties and responsibilities in relation to primarily but not limited to Emergency response and H2 MHD teams in CAIRO, EGYPT
The role of the administrative assistant is to support mainly but not limited to Emergency MHD and H2 teams in the smooth running of its administrative duties.

1. Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information;
2. Provide office, administrative and logistics support to meetings, committees, conferences, etc.;
3. Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions;
4. Respond or draft responses to standard/ routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports;
5. Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards;
6. Initiate general administrative tasks in the computerized financial / travel / human resources systems;
7. Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required;
8. Provide assistance in the administrative processing of vacancy notices and consultants' contracts;
9. Register applicants and maintain individual accounts while keeping records of applicant’s interactions, process applicant’s accounts and file documents.
10. Ensure secure storage of medical confidential documentation and data in accordance with IOM principles and guidelines.

11.Assist for requests for Payments of refugees’ reimbursement.
      a)Daily and monthly refugee’s transportation reimbursement according to the approved requests.
      b) The approved prescribed medicine requests from the referred physicians that has already been purchased for the refugees.
      c) Reimbursement of the approved requests from the referring Panel Physicians for evaluation by specialist referrals outside IOM system.
12.Assist in Maintaining a proper reporting of operational advance to IOM Cairo Finance Unit
13.When required Assist for collection of the service fee for all GHAP (Self Payers) projects.
     a) Ensure reconciliation of the fee with the daily requests from data Processing Team, Lab Team, and/or referrals Focal Point.
     b) When required Ensure self-paying applicants receive their receipt.
     c) Maintaining soft copy/hard copy records of the collection of fees.
     d) Depositing the cash in IOM Bank account.
14.Assist in reviewing and checking all invoices properly before processing payment.

15.Assist in preparing Purchase Requisitions Requests (PR’s) related to MHD needs.
16.Keep a track for all procurement and logistical requests/expenditures.
17.Assist in keeping track of purchased capital assets as well as MHD supplies and equipment inclusive regular maintenance of equipment as per their specification.
19.Keep track and record of MHAC storage inventory.
20.Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files; and,
21.Perform other duties as required

Education

• High school diploma with four years of relevant experience; or,
• Bachelor’s degree in Business Administration, Accounting, Finance, or related fields from an accredited institution with two years of relevant professional experience. Accredited Universities are those listed in the UNESCO World Higher Education Database.   Experience

  Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;
  
  Attention to detail, ability to organize paperwork in a methodical way;
  
  Experience in administrative and financial practices, cash management
  
  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.

    Languages
  • Arabic and English IOM’s official languages are English, French and Spanish. Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.   Required Competencies   IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.   Values - all IOM staff members must abide by and demonstrate these three 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.