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Job Type:International NGO

 

Fields of Education: College Diploma in secretarial science and office management or alternatively a combination of relevant training and pra

 

Organization: International Organization for Migration (IOM)

 

Salary : N / A

 

Posted:2016-06-26

 

Application Dead line:2016-07-05

 

 

 

Established in 1951, is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting human and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy.

Context:

Under the overall guidance of the IOM SLO Head of Mission, the technical supervision of the chief Migration Health Physician (MHD) and the direct supervision of the chief Nurse, the incumbent will be responsible to carry out duties related to the unit’s reception desk activities and assist in the processing of migration health assessment of migrants. In particular, the incumbent will be responsible for the following.

Core Functions/Responsibilities:

  1. Answer in-coming telephone calls to MHAC, respond to health assessment processing inquiries of callers or visitors;
  2. Respond to health assessment processing inquiries through electronic messages;
  3. Verification of documents and rigorous identification for true likeness of the migrants/ clients to ensure appropriate and good quality  of required documents availed for the medical processing:
  4. Register applicants in the database, coordinate and make appointments for medical processing;
  5. Prepare payment requests for services provided by the center; verify correctness of payments and ensure safe keeping of such record;
  6. Ensure timely collection, prompt distribution and dispatch of MHAC’s mails and pouches;
  7. Arrange and schedule Medical Health department’s meetings and providing secretarial support in meetings;
  8. Maintain directories related to MHAC and responsible for maintaining a clean and organized reception area;
  9. Enter information from the medical form into the database as required;
  10. Print out medical documents as requested by supervisor;
  11. Maintain updated MHAC staff contacts, staff training records, various partners and service providers’ contact details (address, telephone numbers, E-mail Address etc);
  12. Follow –up with Administration & Finance unit for timely payments /reimbursement of advances and invoices.
  13. Provide support to the Medical Administration focal person as requested /requied
  14. Perform other duties as may be required by the supervisor

Required Qualifications and Experience

Education

  • College Diploma in secretarial science and office management or alternatively a combination of relevant training and practical experience;

Experience

  • At least 4 years of working experience in secretarial science and office management
  • High level interpersonal communication and negotiation skills;
  • Commitment, efficiency, flexibility;
  • Good customer care with experience;
  • Ability to meet deadlines;
  • Strong work ethics and drive for results;
  • Demonstrated ability of working effectively and harmoniously with colleagues from varied cultures and professional backgrounds in order to achieve desired goals;
  • Experience in Microsoft office packages – (outlook, word, Access and Excel) and strong work ethics and ability to meet deadlines.

Languages

Thorough knowledge of spoken and written English. Working knowledge of Amharic /Oromifa/ Somali languages is desirable.

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.

How to apply:

Interested candidates are invited to submit their applications, CV written in English with photocopies of educational /training certificates via our e-mail address RECADDIS@iom.int. or in person to IOM Addis Ababa Office in the below address by July 5, 2016 at the latest, referring the position title and number in the subject line of your email.

Resource Management Unit

International Organization for Migration (IOM)

Bole Kefle Ketema, Kebele 02

Africa Avenue, Erkata Building

Behind Bole DH Geda Building

Addis Ababa – Ethiopia

Only shortlisted candidates will be contacted.

We strongly encourage qualified women to apply!

Classification:-General Service Staff, Grade G4

Type of Appointment:-SVN, Six months with possibility of extension

Estimated start Date:-As soon as possible

 

 

 

 

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