Back VN 120/2024 Administrative Assistant

Under the direct supervision of the OHU Senior Administrative Officer, Occupational Health Unit Manila (OHU MAC), in coordination with the OHU Medical Admin Officer and in consultation with the Chief Medical Officer of the Occupational Health Unit Geneva (OHU Geneva) and the Director of the Manila (Global) Administrative Center, the successful candidate is responsible for coordination of all IOM medical examinations (EOD, AME, PME, and Exit) for Field staff, non-staff and Professionals for specific countries in Asia, Eurasia, and Europe (except Geneva), will undertake administrative and secretarial functions of the unit, responsible for the administration and coordination of travel medical clearances for Field staff in his/her population, responsible for coordination of medical clearances for admission of dependents into the insurance for Field staff within his/her assigned population, sick leave management and follow up of all GS/NO staff within his/her assigned population, responsible for data gathering in relation to OHU MAC’s yearly work production as well as reports required for insurance purposes, provided on a weekly basis and the incumbent will be bound by the code of medical confidentiality in respect to all information related to the work.

1. Coordination of all systematic medical examinations  for Field staff and non-staff for Asia, Eurasia, and Europe (except Geneva).

• Ensure that medical files are complete, and that follow-up is made prior to presenting complete documents to the OHU Medical Officer for evaluation
• Ensure that medical clearance, insurance admission, conclusions on fitness are relayed in a timely manner to Personnel Administration, the Mission’s Human Resources focal point and Insurance Unit Manila (IUM)
• Relay to the candidate/staff any medical findings, advice, request or recommendation following a review of their medical exams Follow up on all further need for medical information pointed out by the OHU Medical Officer.
• Upload all medical exams Entry-on-Duty (EOD), Periodic Medical Exam (PME), Annual Medical Exam (AME), Exit and other medical reports, supportive documents in the Occupational Health computerized System (OHS).
• Maintain the filing systems in appropriate, secured and locked storage location. 

  2. Advice to travelers – Coordination of all travel medical clearances for Field staff and non-staff based in Asia, Eurasia, and Europe (Except Geneva).

  • In coordination with OHU Medical Officer, prepare and send out medical clearances and share medical travel advice for Field staff in Asia, Eurasia, and Europe, and All Professional staff within OHU MAC’s population who are required to travel for professional reasons 
  • Review staff vaccinations and inform them what needs to be done or updated       
  • Follow up as necessary so that medical requirements are completed before employees’ travel on duty/short term assignment (TDY/STA), based on what is required for each.
  • Share related OHU travel advice, the IN 229 and the link to Staff Welfare intranet                                                                             

    3. Gather data and prepare report/information (daily, bi-annually and annually) as required for the following: 

    • OHU MAC yearly work production/statistics and share with OHU Admin for statistics report preparation and graphics
    • Weekly list provided to Allianz and IUM (list of PME, Exit) for reimbursement purposes
    • All other data that OHU Geneva might require (travel to H and A duty station, Maternity, CACP, Excusions and other data as needed)

      4. Manage medical clearance for admission of Dependents in the insurance.

      • Ensure that the correct document is used and accomplished completely.
      • Coordinate medical fitness to HR and exclusions to Insurance Unit Manila (IUM)
      • Inform staff directly for any medical exclusion. 
        • Collaborate with cross-functional teams such as HR Personnel from different missions and update them with the latest developments and information that are related to medical and occupational health. 

          5. Provide backup support in the absence of other Administrative Assistant/s to maintain continuous workflow processes of the unit. 

          6. Perform other OHU Administrative functions.

          • Provide necessary guidance and assistance to staff members on medical exam procedures and on queries pertaining to medical or non-medical related matters.
          • Provide insights and support in improving processes in OHU

            7. Support in the process of certified sick leaves of staff within OHU MAC’s population

            • Provide staff guidance and advice on the correct process based on IN 151 rev. 3 
            • Validate and endorse approved sick leaves to HR for proper recording
            • Inform the OHU timekeeper of all new cases of prolonged sick leaves (over 21 days)
            • Upload in Occupational health computerized System (OHS) all related medical files

              8. Upload staff files into the Cority Occupational Health computerized System (OHS)

              • Upload new files and medical reports into OHS as they are reaching OHU.
              • Upload into OHS old hardcopy files that have not been uploaded yet.

                9. Any other duties that may be assigned. 

                Qualifications

                Education

                📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

                ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

              • Completed university degree from an accredited academic institution preferably in Business Administration, Management or any related field.

                Accredited Universities are those listed in the UNESCO World Higher Education Database.

                 

                Experience

              • Minimum three (3) years of relevant experience in administrative work; medical administration or occupational health experience an advantage.

                Skills

              • High level of computer literacy; experience with HR IT systems and application, an advantage.

                Languages

              • For this position, fluency in English is required. Knowledge of a second official UN language is desirable.

                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 1)

              • 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.

                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.
              • This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
              • 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. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
              • 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