The Senior Medical Assistant oversees the Call Centre and Data Processing/registration teams in the Migration Health Assessment Centre (MHAC). These teams provide information, relevant to Health Assessment Programs, Applicant processing and other IOM services to the migrants.  the incumbent will be responsible for performing routine administrative functions such as switchboard operations, handling inquiries and providing refugee/immigrant assistance as necessary. Under the overall supervision of the Chief of Mission (COM) or Chief Migration Health Officer (CMHO) and the direct supervision of Senior Medical Assistant- Data Processing 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 Addis Ababa, Ethiopia.

Responsibilities and Accountabilities:

1. Organize the Medical Assistants Roster and assign various duties in the unit as well as actively participate in day-to-day scheduling.

2. Develop and keep up to date MHAC’s Standard Operating Procedures (SOP’s);

3. Supervise and train Medical Assistants in compliance to the MHAC Medical Assistants’ SOPs;

4. Assist in analysis of various tools pertaining to migrant flow and satisfaction in MHAC – including active monitoring of scheduling trends.

5. Prepare medical forms, laboratory labels, serology code books, chest x-ray labels and daily scheduling of MHD health assessments.

6. Ensure that reception area is always well organized and presentable.

7. Provide accurate information and answers to telephone and/or walk-in queries from applicants regarding their schedules and direct as required.

8. Assist in improving the integrity of customer care work by proposing key fraud prevention measures.

9. 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.

10. Oversee the completion of medical forms, DNA packages and other medical documents and ensure they are transmitted to relevant partners, either by electronic means or by courier services. Verify that correct contacts and physical address are used whenever documents are transmitted by courier services and ensure to inform the receiving party of the parcel tracking number electronically.
    

11. Updating MHD information on the country MHD Website.

12. Prepare and submit monthly statistics on Health Assessments performed by MHD.

13. Prepare correspondence to respond to queries in respect to relevant matters of the MHAC. File incoming/outgoing letters, reports, memoranda, emails faxes as well as IOM documents and forms related to IOM medical issues.

14. Prepare purchase request forms for procurement of equipment and working materials for MHD.

15. Data management follow-up including the creation of queries to retrieve information from the database and responding to various follow-up needs.

16. Participate in mobile health assessment missions in the Region to provide IT/Database support.

17. Provide Database/data processing support to the Region and other MHD locations as needs arise.

18. Suggest improvements to strengthen internal control mechanisms; provide inputs for new procedures to complement and/or adapt existing instructions to achieve streamlining efficiencies.

19. Perform other related duties as may be required. 

Job Requirements

Education

• University Degree in management information system or related field.

Experience

• Desirable of six years or a minimum of four years of relevant professional work experience in managing large dynamic teams, with a customer service, IT, or administrative background.

• Certificate in IT/Data entry is an advantage.

• High computer literacy in Windows and MS Office is mandatory, knowledge of web page design would be an asset.

• In-depth use of MS office applications, data collection and manipulation.

• Knowledge of medical terminology, as well as previous secretarial and archival experience, an added advantage; and,

• Previous working experience with NGOs or international organizations is an added advantage.

• NGO/INGO experience is a plus.

Languages

• Fluency in English and Amharic.

• Knowledge of additional UN languages and local languages is desirable.

SKILLS

• Very good communication and interpersonal skills

• Report writing skills

• Proven supervisory/managerial skills

• Basic project management experience

• Very good representational skills

• Computer literate

Values and competencies

The incumbent is expected to demonstrate the following values and competencies:

Values:

• Inclusion & respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion wherever possible.

• Integrity & 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

• 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.

Managerial Competencies

• Leadership: provides a clear sense of direction, leads by example, and demonstrates the ability to carry out the organization’s vision; assists others to realize and develop their potential.

• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.

• Strategic thinking and vision: work strategically to realize the Organization’s goals and communicates a clear strategic direction.

How to Apply

Send your credentials via email: SLOAddisAbabaHR@iom.int or register using the following link https://bit.ly/3zZvEFU

Note: Indicate the vacancy number and position title in the subject line of the email!