Under the direct supervision of the Chief Migration Health Officer (CMHO) and in close coordination with the Resources Management Officer (RMO) and relevant units, the successful candidate will be responsible and accountable for monitoring day-to-day operations of the Migration Health Assessment Centre (MHAC) in Kampala,UGANDA, in managing resources including but not limited to finance and budget coordination, supervising staff, procurement planning, management medical supplies and equipment, maintaining service quality and providing support to MHAC administrative processes, aligning it with the health assessment targets, protocols, and in compliance with MHD protocols and standards.
Administrative/Operations
- Manage the MHAC daily operations including patient registration, scheduling, staffing shifts, and other administrative tasks to ensure seamless coordination, implementing SOPs to enhance efficiency and service. Monitor patient flow and address operational challenges in close coordination with the CMHO.
- Coordinate implementation of internal office procedures (document tracking, filing, archiving, and monthly reporting) across all units. Coordinate systematic e-archiving for medical files, blood test results, and follow-ups. Maintain orderly storage of chest X-rays and required hard copies (informed consent, radiologist’s report, sputum smear results, pregnancy test results, etc.).
- Support CMHO in budgeting, planning and the overall financial management of the MHAC that includes coordination of operational budgets, resource planning, monitor expenditures and identify effective cost saving measures ensuring financial efficiency and high service quality.
- In coordination with the RMO, participate in budget and expenditures monitoring, monthly and annual financial reporting. Collect relevant statistics and provide financial analysis, in coordination with the CMHO.
- Provide the leadership, create, enforce, implement, and update MHAC with Standard Operating Procedures (SOPs) for managing the office’s petty cash, providing best practice recommendations. Supervise and monitor MHAC’s reconciliation of service fees and bank statements.
- Support in developing procurement plans for medical supplies, office materials, and essential clinic resources and coordinate with procurement team to track and manage inventory levels.
- Coordinate and ensure that MHAC is maintaining proper inventory control mechanisms and organizing 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.
- In coordination with the CMHO or the Head of the Clinic, ensure the MHAC facility standards including infrastructure and equipment are in line with established IOM and comparable industry standards. Lead the continual improvement efforts for the client experience and services at the MHAC and related facilities.
- Coordinate with external stakeholders such as embassies focal point, agencies and relevant partners on the target caseload and align it with the MHAC capacity by adjusting schedules, staffing, and resources. Collaborate with the CMHO to assess demands, track patient volume traffic trends to recommend staffing and supply adjustments based on the actual clinic operational needs.
- Forecast resource needs based on the expected caseload ensuring timely efficiency.
- Supervise clinic and administrative support staff and identify staff training needs. Work closely with the CMHO to conduct regular performance evaluation through the PAS and provide development and mentorship programme.
- With the Resource Management Officer (RMO), coordinate the issuance/renewal of staff contracts, leaves, attendance records maintenance, medical and insurance monitoring and security issues. Act as main liaison between MHD and procurement, finance and HR units for all related activities.
- Coordinate with the CMHO/Head of the Clinic and the respective thematic leads on the staff roster to ensure that minimum resources are available at any clinic operational hours to manage the expected and surge caseloads.
- Supervise non-clinical staff as well as external consultants, involved in the health assessment process; ensure that performance evaluations for health staff are completed in a timely manner. Ensure that all staff are aware of the IOM Standards of Conduct under Article 42, and continuously reinforce these standards. Informs in due time the CoM and the IOM Office of Ethics and Conduct of any issues regarding staff misconduct.
- Compliance Monitoring and Reporting
- In coordination with the CMHO, implement 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.
- Perform regular internal audits, verify compliance with the health and safety regulations, and maintaining the integrity of the MHD process and policies.
- Generate and produce regular reports on patient caseload, resource use, and compliance. Leverage data-driven insights to optimize clinic operations and enhance service delivery.
- Develop and monitor key performance indicators (KPIs) to assess operational efficiency and service quality. Serve as a focal point for management reports of the clinic. Ensure that quality indicators and checklists are tracked and kept as per IOM and comparable industry standards and guidelines.
- Contribute to the HAP risk management and lead in monitoring of the HAP risks at the CO level. Assist in the information collection and root cause analysis of the incident investigations and contribute to the preventive actions of the incidents at the clinic.
- Perform such other duties as may be assigned.
Administrative/Operations
- Manage the MHAC daily operations including patient registration, scheduling, staffing shifts, and other administrative tasks to ensure seamless coordination, implementing SOPs to enhance efficiency and service. Monitor patient flow and address operational challenges in close coordination with the CMHO.
- Coordinate implementation of internal office procedures (document tracking, filing, archiving, and monthly reporting) across all units. Coordinate systematic e-archiving for medical files, blood test results, and follow-ups. Maintain orderly storage of chest X-rays and required hard copies (informed consent, radiologist’s report, sputum smear results, pregnancy test results, etc.).
- Support CMHO in budgeting, planning and the overall financial management of the MHAC that includes coordination of operational budgets, resource planning, monitor expenditures and identify effective cost saving measures ensuring financial efficiency and high service quality.
- In coordination with the RMO, participate in budget and expenditures monitoring, monthly and annual financial reporting. Collect relevant statistics and provide financial analysis, in coordination with the CMHO.
- Provide the leadership, create, enforce, implement, and update MHAC with Standard Operating Procedures (SOPs) for managing the office’s petty cash, providing best practice recommendations. Supervise and monitor MHAC’s reconciliation of service fees and bank statements.
- Support in developing procurement plans for medical supplies, office materials, and essential clinic resources and coordinate with procurement team to track and manage inventory levels.
- Coordinate and ensure that MHAC is maintaining proper inventory control mechanisms and organizing 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.
- In coordination with the CMHO or the Head of the Clinic, ensure the MHAC facility standards including infrastructure and equipment are in line with established IOM and comparable industry standards. Lead the continual improvement efforts for the client experience and services at the MHAC and related facilities.
- Coordinate with external stakeholders such as embassies focal point, agencies and relevant partners on the target caseload and align it with the MHAC capacity by adjusting schedules, staffing, and resources. Collaborate with the CMHO to assess demands, track patient volume traffic trends to recommend staffing and supply adjustments based on the actual clinic operational needs.
- Forecast resource needs based on the expected caseload ensuring timely efficiency.
- Supervise clinic and administrative support staff and identify staff training needs. Work closely with the CMHO to conduct regular performance evaluation through the PAS and provide development and mentorship programme.
- With the Resource Management Officer (RMO), coordinate the issuance/renewal of staff contracts, leaves, attendance records maintenance, medical and insurance monitoring and security issues. Act as main liaison between MHD and procurement, finance and HR units for all related activities.
- Coordinate with the CMHO/Head of the Clinic and the respective thematic leads on the staff roster to ensure that minimum resources are available at any clinic operational hours to manage the expected and surge caseloads.
- Supervise non-clinical staff as well as external consultants, involved in the health assessment process; ensure that performance evaluations for health staff are completed in a timely manner. Ensure that all staff are aware of the IOM Standards of Conduct under Article 42, and continuously reinforce these standards. Informs in due time the CoM and the IOM Office of Ethics and Conduct of any issues regarding staff misconduct.
Compliance Monitoring and Reporting
15.In coordination with the CMHO, implement 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.
16.Perform regular internal audits, verify compliance with the health and safety regulations, and maintaining the integrity of the MHD process and policies.
17.Generate and produce regular reports on patient caseload, resource use, and compliance. Leverage data-driven insights to optimize clinic operations and enhance service delivery.
18.Develop and monitor key performance indicators (KPIs) to assess operational efficiency and service quality. Serve as a focal point for management reports of the clinic. Ensure that quality indicators and checklists are tracked and kept as per IOM and comparable industry standards and guidelines.
19.Contribute to the HAP risk management and lead in monitoring of the HAP risks at the CO level. Assist in the information collection and root cause analysis of the incident investigations and contribute to the preventive actions of the incidents at the clinic.
20.Perform such other duties as may be assigned. Education
- Master’s Degree in Administration Management/ Medical, HealthCare Administration of a related field from an accredited academic institution.
OR
- Bachelor's Degree in above with at least two years of relevant working experience. Accredited Universities are those listed in the UNESCO World Higher Education Database. Experience
- Knowledge and experience in healthcare administration, procurement or accounting is required;
- Proficiency in managing resources, clinic operations, and finances to ensure cost-effectiveness, administration experience and advancements in management is also required.
- Experience in healthcare regulations, compliance standards, and resource planning is required.
- Experience working with refugees/migrants in a medical setting is an advantage.
- Previous working experience with NGOs or international organizations is an advantage.
- Demonstrated effective leadership, detail oriented and analytical skills is required.
- Proven experience and ability to act independently and exercise sound judgment is required.
- Demonstrate accuracy in handling and reporting data is required.
- Proven experience or advanced degree in healthcare administration is an advantage.
- Proven certification in core healthcare certifications such as Certified Healthcare AdministrativeProfessional (CHAP), Professional in Healthcare Quality (PHQ), Certified Medical Manager (CMM) or any other is required
- Proven experience in ISO certification is an advantage. Skills
- Proficiency in managing healthcare facilities, including patient care and administrative tasks
- Effective budgeting, financial reporting, and managing resources effectively.
- Proficiency in using software for managing clinic administration data; Advanced knowledge of Excel and other analytical tools [1]
- Proven excellent communication and interpersonal skills to interact with staff, patients, and other stakeholders.
- Ability to lead and motivate a team, ensuring high performance and morale.
- Strong analytical and problem-solving skills to address issues and implement solutions efficiently.
- Efficient customer service and the ability to handle clinic operation and administration issues effectively.
- Excellent organizational skills to manage multiple tasks and responsibilities simultaneously. Languages
- Fluency in English & local language is required (oral and written). 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. 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. 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 – behavioural indicators (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) (applicable only if position is with direct reports)
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. Notes
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation. This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months. National Professional Officers should be nationals of the country of their employment. NPOs perform work at the professional level and the same standards of recruitment qualifications and performance, required for International Professional staff. Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities. IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts. IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application. For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies