Country: Ethiopia

Organization: International Organization for Migration

Closing date: 19 Aug 2023

SPECIAL VACANCY ANNOUNCEMENT (SVN)- Open to Internal & External Candidates

Vacancy No.- IOM-SVN/0089/23

Position Title- Medical Assistant (2 Positions)

Duty Station- Addis Ababa

Classification- G4

Type of Appointment- Nine months with possibility of extension

Estimated Start Date- As soon as possible

Posting Period- 11.08.2023-19.08.2023

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.

Under the overall supervision of the Chief Migration Health Officer (CMHO) and the direct supervision of the Senior Medical Assistant, 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. The Medical Assistant provides information, relevant to Health Assessment Programs, Applicant processing and other IOM services to the migrants.

2. He/she may be assigned to one of two potential subunits within the Migration Health Assessment Centre (MHAC): the reception and data processing unit or the call centre. The incumbent will need to be capable of flexibility when assigned different tasks. Below is a description of the possible tasks, which are more detailed in the duty lists and standard operating procedures (SOPS).

Call Centre overall duties:

1. Provide migrants’ information regarding health assessments by phone;

2. Register the migrants in the IOM database, schedule and confirm medical appointments and receive and communicate messages for medical staff and beneficiaries;

3. Prepare master lists of migrants scheduled for health assessment processing and submit them to respective service providers / relevant persons as required;

4. Maintain daily statistics related to health assessments and update the records; and,

5. Contribute to customer satisfaction evaluation management.

Reception and Data Entry overall duties:

1. Perform all the necessary data processing activities of the Migration Health Assessment Centre (MHAC), such as:

   1. receiving and explaining the registration process to applicants;

   2. checking applicant’s identity;

   3. entering bio-data of the applicants in the appropriate platform;

   4. taking photos using webcam and loading the image to the appropriate platform; and,

   5. printing of medical forms, consent forms and other necessary documents.

2. Receive all completed medical examination forms, x-rays and other documents from Country Offices or Panel Physicians while updating the reception of the same in the database and forward for quality check before clearance, if applicable;

3. Prepare, sort and package medical files and other documents during mobile migration health assessment missions where such mobile units are available;

4. Transmit completed medical forms, DNA packages and other medical documents either by electronic means or by courier services to the various partners. Ensure 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;

5. File incoming/outgoing letters, reports, memoranda, emails faxes as well as IOM documents and forms related to IOM medical issues;

6. Check, print and make photocopy of bank deposit slips (or other proof of payment). Regularly submit these photocopies to the Administrative/Finance Assistant; and,

7. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• University Degree in Management information systems, IT and any other related field with two years of relevant working experience.

Experience

• Two years of work experience in computer data entry, elaboration and analysis or in a call centre in a busy institution, preferably a medical one;

• 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.

Languages

Required

• For all applicants, fluency in English and Amharic are required (oral and written).

Desirable

• Working knowledge of other local languages is an advantage.

Skills

• Typing speed of at least 60 words per minute;

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

• Very good communication and interpersonal skills.

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.

• Courage: Demonstrates willingness to take a stand on issues of importance.

• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

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.

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 neighboring 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 neighboring country located within commuting distance, and work permit, as applicable.

How to apply

• Send your application letter enclosed with your updated CV to RECADDIS@iom.int ONLY. Please also put the vacancy number and job title in the subject line.

• Any application without this information in the subject line and that does not fulfill/attach the below-listed documents will be excluded from the applications.

• Motivation/Application letter indicating the short vacancy number and position title as mentioned in the short vacancy notice.

• CV (written in English) with three professional referees and their contacts (both email and telephone) and Copies of all Academic Certificates from an Accredited University

Only shortlisted candidates will be contacted.

The appointment is subject to funding confirmation.

We strongly encourage qualified women to apply!