Administrative Assistant At International Organization for Migration

Job Description

Position Title: Administrative Assistant

Job classification: Ungraded

Duty station: Manila (Global) Administrative Centre (MAC)

Type of Appointment: Six months with possibility of extension

Salary: Php 29,000 per month net of taxes (all-inclusive)

Context

Under the direct supervision of the OHU MAC Medical Officer, Occupational Health Unit (OHU), in coordination with the OHU Senior Admin Assistant and in consultation with the Chief of the Occupational Health Unit (OHU Geneva) and the Director of the Manila (Global) Administrative Center (MAC).

The successful candidate is responsible for management of medical files – scanning and uploading in the OHS Database; filing, updating and archiving of medical records; receiving, opening and recording of mails; and perform other administrative and secretarial functions of the unit. The successful candidate will be bound by the code of medical confidentiality in respect to all information related to the work.

Core Functions / Responsibilities

Maintain staff record and filing system within the unit.

• Ensure that all medical documents of staff within OHU Manila population are scanned, uploaded in the OHS database and placed in their respective binders.
• Update and sort staff medical files, identifying those that are no longer active, separated, transferred, or retired, if it needs archiving or ready for destruction.

Receive mails and ensure that all mails addressed to OHU Manila are dated, recorded, sorted.

Perform any other duties as may be assigned.

Required Qualifications and Experience

Education

• University degree in Business Administration or health sciences from an accredited academic institution; or,
• Completed High School degree from an accredited academic institution, with (2) two years of relevant professional experience.

Experience:

• Previous work experience in an international organization will be an advantage.
• Experience in medical administration or occupational health is highly desirable.
• Must have a work permit, be a local national or resident of the Philippines.
• Effectively applies Knowledge of medical terminology, knowledge of health issues in execution of responsibilities at appropriate level.
• Effectively applies knowledge of relevant Human Resources theories and practices and recognizes their application within existing IOM processes.
• High level of computer literacy (Word, Excel, Access, Outlook); experience with HR IT systems and application an advantage.
• Maintains confidentiality and discretion in appropriate areas of work.