Responsibilities 1. Maintain various internal office administrative support procedures such as document tracking, filing, archiving and monthly reporting. 2. Assist in maintaining order in the e-archiving system for medical files, blood test results and followups. 3. Prepare mail out lists for the embassies; liaise with the embassies regarding the processing status of immigrants and dispatch of the documents. 4. Set up and maintain an orderly storage system for Chest X-rays and keep hard copies of medical documents (informed consent, radiologist’s report, sputum smear results, pregnancy test results etc.). 5. Photocopy and scan medical documents as necessary. 6. Suggest 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. 7. 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. 8. Provide feedback on staff allocation to the various units within the MHAC. Page 2 of 4 9. Maintain an inventory and organize timely, cost-effective, and appropriate procurement and storage of stationaries, IT equipment and consumables, hygiene products, medical supplies and equipment, as needed for the MHAC. 10. Coordinate the acquisition, renovation, refurbishment, and regular maintenance of the MHAC facility with the MHAC Supervisor and Administrative Assistant Supervisor if applicable. 11. Administer the office’s petty cash and submit the necessary reports to supervisor. Ensure reconciliation of service fees and bank statements. 12. Assure correctness of travel authorization and advise on allowances for staff members leaving on duty travel. 13. Perform such other duties as may be assigned. Required Qualifications and Experience: Education • Bachelor’s degree in administration management/ medical administration or a related field from an accredited academic institution with at least two years of relevant working experience. OR • Secondary School Diploma with at least four years of relevant working experience. Experience • Knowledge and experience in administration, procurement or accounting; • Working with refugees/migrants in a medical setting is an advantage; • Previous working experience with NGOs or international organizations is an advantage; • Demonstrate accuracy in handling and reporting data. Skills • At least an intermediate level of MS office skills; • Organizational skills; • Communication skills Languages REQUIRED • For all applicants, fluency in English is required (oral and written). DESIRABLE • Working knowledge of French and other local languages Competencies1 1 Competencies and respective levels should be drawn from the Competency Framework of the Organization.
The incumbent is expected to demonstrate the following values and competencies: VALUES – All IOM staff members must abide by and demonstrate these five 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. IOM’s competency framework can be found at this link:https://www.iom.int/sites/default/files/aboutiom/iom_revised_competency_framework_external.pdf Competencies will be assessed during a competency-based interview. Other: Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation. Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable. Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable. Vacancies close at 23:59 local time Accra, Ghana on the respective closing date. No late applications will be accepted.
How to apply:
Interested candidates are invited to submit their applications directly to [email protected] by 3rd March 2024 at the latest, specifying the vacancy reference number SVN2023-004 and candidate’s full name in the subject line.
Only shortlisted candidates will be contacted.