Special Vacancy Notice
Open to National Internal and External Candidates
Position Title : Administrative Assistant
Duty Station : Bujumbura, Burundi
Classification : General Service- G5
Vacancy number : SVN_ 2023_BI10_02 Administrative Assistant
Type of Appointment : Special Short-Term contract – 6 months with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : 26 April 2023
Established in 1951, IOM 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 humane 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. For the purpose of the vacancy, internal candidates are considered as first-tier candidates. Female candidates are strongly encouraged to apply.
Organizational Context and Scope:
Under the overall supervision of the Chief of Mission (CoM) and the direct supervision of the Chief Migration Health Officer (CMHO) the successful candidate will be responsible for the carrying out the following duties and responsibilities in relation to the Migration Health Assessment Centre (MHAC) in Bujumbura, Burundi. The role of the administrative assistant is to support the Migration Health Assessment Clinic (MHAC) in the smooth running of its administrative duties.
Functions and responsibilities:
1. Coordinate and ensure that various internal office administrative support procedures such as document tracking, filling, archiving system for medical files, blood test results and follow-ups.
2. Coordinate and maintain there is a systematic e-archiving system for medical files, blood test results and follow-ups.
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. Provide feedback on staff allocation to the various units within the MHAC.
7. Implement improvements to strengthen internal control mechanisms; adapt inputs for new procedure to complement or to improve existing instructions/standard operating procedures in order to achieve streamlined efficiencies.
8. 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.
9. 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
10. Provide feedback on staff allocation to the various units within MHAC.
11. Maintain an inventory and organize timely, cost-effective, and appropriate procurement and storage of stationery, IT equipment and consumables, hygiene products, medical supplies and equipment, as needed for the MHAC.
12. Coordinate the acquisition, renovation, refurbishment, and regular maintenance of the MHAC facility with the MHAC supervisor.
13. Administer the office’s petty cash and submit the necessary reports to supervisor. Ensure reconciliation of service fees and bank statements.
14. Assure correctness of travel authorizations and advise on allowances for staff members leaving on duty travel.
15. In co-ordination 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 MHAC supervisor.
16. Perform such other duties as may be assigned.
Required Qualifications and Experience:
• Bachelor’s degree in administration management/ Medical administration or a related field from an accredited academic institution with at least three years of relevant working experience.
or
• Secondary School Diploma with at least five years of relevant working experience
• Three years relevant professional experience, preferably in administrative support or similar roles.
• 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
• Computer skills, Microsoft Word, Excel, PowerPoint, and Outlook
• Possess problem-solving skills.
• Written communication.
• Willingness to learn.
• Time management skills
Languages
Fluency in English is required (oral and written).
Competencies
The incumbent is expected to demonstrate the following values and competencies:
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 wherever possible.
• 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.
Core Competencies – behavioural indicators
• 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 action and delegated work.
Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.
Notes
IOM is committed to creating a diverse and inclusive environment. Both internal and external candidates can apply for this position. For the purposes of the vacant post, internal applicants are considered first-rank applicants.
Appointment will be subject to certification that the candidate is medically fit for appointment, background
check and security clearances.
How to apply:
Interested candidates are invited to submit their applications to
jobsburundi@iom.int latest
21 April 2023.
In order for the applications to be considered valid, IOM only accepts applications with a cover letter not more than one page specifying the motivation for application, addressed to the Chief of Mission,
International Organization for Migration (IOM) and with a subject line “SVN_ 2023_BI10_02 Administrative Assistant”
All applications should include a functional e-mail address, mobile numbers, copies of diploma and any other certificate, copy of national ID card and detailed Curriculum Vitae (CV).
Note: only shortlisted candidates will be contacted.
NO FEE: The International Organization for Migration (IOM) does not charge a fee at any stage of the recruitment process (application, interview meeting, process, or training). IOM does not concern itself with information on applicants’ bank details.
Posting period: From 12.04.2023 to 26.04.2023
