Administrative Assistant At International Organization for Migration

Position Title: Administrative Assistant

Duty Station: Geneva, Switzerland

Classification: General Service Staff, Grade G5

Type of Appointment: Fixed term, one year with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 05 May 2022

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 work 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.

Context:

Under the direct supervision of the Head, Occupational Health (OHU), the Administrative Assistant will be responsible for all the administrative functions of the OHU in Geneva. In particular, they will be responsible for:

Core Functions / Responsibilities:

SECRETARIAL WORK
1.Act as Intranet Focal Point

• Responsible for uploading and maintaining the OHU Intranet.

2.Occupational health computerized system (OHS)

• Filing / Uploading electronically all events occurring in a staff member’s life in Headquarters: Medical exams (Entry on Duty (EOD); Annual Medical Exam; Periodic Medical Exam (PME); Transfer, Separation, Minimum Medical Questionnaires (MMQ), Medical reports, Independent Medical Exams (IME); Prolonged Sick Leave (PSL), Copies of vaccination record and medical test results. Share the vaccinations with the OH Nurse for her/him to upload.
• Upload in OHS all documents relating to eventual occupational cases (Notifications, Doctor’s reports) in Geneva and send to OHU Manila Administrative Centre (MAC) Administration.
• Review the PRISM OHU system upon need with the support of the Information and Communications Technology Team, to update and improve efficiency, functionalities.

3.OHU documents

• Proofread or draft texts relating to the work of OHU (policies, memo, activity reports, travel reports, meeting reports, PowerPoint presentations, internal documents, letters to external counterparts, etc.). Coordinate policy work between OHU, DHR, EO and LEG HR.
• Ensure all official documents are translated in French, Spanish and English.
• Design, create and modify computerized versions of OHU tools (forms, information campaigns, health surveys, etc.)

4.Book appointments for employee or visitor’s with OHU Nurse (vaccinations; preventive measures) and/or OHU Doctor

• Maintain the agendas of the OHU Doctor; organize OHU meetings/videoconferences.
• Organize employee’s Independent Medical Exams, facilitate coordination between Doctor and Employee and logistical aspects (travel/accommodations). Compile all medical reports and exchanges between OHU and staff in chronological order upon request by OHU Doctor.
• In the absence of the OHU Nurse, share information on medical referrals with staff in Geneva.

5.Coordinate the quarterly leave plan and “on call” duties between the OHU GVA, Panama City and Manila Medical Officers. Share with ODG’s Administrative Assistant every three months.6. Keep track of all agreements between IOM HQ or Country Offices and service providers (Hospitals or UN Clinics or Tele-consultation) in coordination with the Human Resources Insurance Officer’s in Headquarters and Leg Contract Review**

• Keep track of the agreements on a yearly basis.
• Ensure all documents with service providers are up to date and shared with all OHU Doctors (e.g. International SOS Medevac Form; list of contacts, etc.)
• Ensure waiting room is kept tidy. Ensure OHU rooms are locked in the absence of OHU staff.

7. Proceed to the orders, signatures and payments requests

• Prepare Purchase Requisition Forms, invoices, attach bills or justification) of OHU expenses: Official travels, Health campaigns or surveys, publications, continuous Professional Education, purchase of medical items (material, literature, medication, kits, prophylaxis equipment).
• Process and endorse bills pertaining to staff EOD/ PME in Headquarters.

8.Control the accounts/budget of the OHU Units (status by the 30 April and 30 September) ensuring all bills are paid and sharing with the Head of OHU, the balance of what is left for every budget line.

9.Facilitate continuous professional education of OHUs staff (provide to the Head of OHU and Staff Development and Learning with the supporting information, budget) including eventual TDY or hotel booking / transfer. Confirm registration and proceed to payment once agreed.

10.In the absence of the OHU Nurse, prepare and distribute travel medical kits to travelers (keep an updated register) according to the OHU Doctor’s recommendations; supply staff members and/or Regional and Country Offices with medical kits on request, particularly in emergency situations; organize their mailing and keep a register.

ADMINISTRATION OF MEDICAL11. Medical exams**

• Coordinate employees’ medical examinations. Carry-out database entry in OHS and upload documents.
• Share administrative conclusions on fitness to work and insurance admission/ exclusions with employees’ HR Administrative Assistant. Send Doctor’s eventual medical recommendations to employees, keep track of them and follow up over time.
• Refer TDYs and Transfer clearances to OHU Nurse to manage in coordination with OHU Doctor.

12. Exclusions/CACP

• Coordinate with OHU MAC Admin Assistant every quarter, the Geneva list for the IOM insurance company of all cases with an exclusion of coverage (Health Insurance/Incapacity and Partial Disability Insurance/Medical Service Plan/Compensation Plan), and all cases benefitting from a Condition After Cessation of Participation (CACP).

13. Filing systems, data collection, statistics

• Maintain the filing systems by ensuring that all hardcopy medical information is well organized and secured in locked storage locations. Archive the hardcopy files once staff has left the organization (to keep for 10 years before destroying).
• Organize timely follow-up of cases in Excel.
• Extract data from OHS on specific topics upon request. Draw annual statistical report and produce graphs (including comparison over the years) of OHU work production.

14.Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• University degree in Business Administration or a related field from an accredited academic institution with three years of relevant work experience; or,

• Completed High school / Secondary school education with five years of relevant experience.

Experience

• At least 5 years of experience in a medical environment;

• Experience in data collection, use of statistical tables and of graphic design;

• Experience in the domain of occupational health, family general practice, travel medicine or emergency an asset;

• International experience an asset.

Skills

High level of computer literacy (Word, Excel, Access, Outlook); experience with SAP systems and applications an advantage.

Languages

IOM’s official languages are English, French and Spanish.

For this position, fluency in English and French is required (oral and written). Working knowledge of Spanish is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Notes

1

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required 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 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 action 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/about-iom/iom_revised_competency_framework_external.p df

Competencies will be assessed during a competency-based interview.

Other:

Internal candidates of the Organization will be considered as first-tier candidates.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Please be advised that this is a local position and as such only qualified Swiss nationals or candidates residing in Switzerland or neighbouring France will be considered.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.