Administrative Assistant in Kaiserslautern bei IOM Deutschland

IOM Deutschland

Position Title :

Administrative Assistant

Duty Station :

Kaiserslautern, Germany

Reference Code :

VN-DE2-2023-43

Classification :

General Service Staff, G4

Type of Appointment :

One Year Fixed-Term Contract - (40hrs/week)

Estimated Start Date :

As soon as possible

Closing Date :

21 November 2023

IOM is committed to a diverse and inclusive work environment. Read more about diversity and inclusion at IOM at www.iom.int/diversity. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates. Second tier candidates include all external candidates.

Context:

Established in 1951, the International Organization for Migration (IOM) is committed to the principle that humane and orderly migration benefits migrants and society. As the leading international organization for migration, IOM acts with its partners in the international community to assist in meeting the growing operational challenges of migration management; advance understanding of migration issues; encourage social and economic development through migration and uphold the human dignity and well-being of migrants affected by the ongoing emergency.

IOM’s operations cover diverse thematic areas such as: Humanitarian Relief Assistance, Protection (including Gender based Violence and Child Protection), Shelter and Non-food items, Health and Psychosocial Support, Resettlement, and Movement Management.

Under the overall guidance of the Chief of Mission (COM) and the direct supervision of the Administrative Assistant Supervisor 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 Kaiserslautern, Germany.

The role of the administrative Assistant is to support the Migration Health Assessment Clinic (MHAC) in the smooth running of its administrative duties.

Core Functions / Responsibilities:

1. Maintain various internal office administrative support procedures such as document tracking, filing, archiving and monthly reporting.

2. Assist in maintaining order in the 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. Suggest improvements to strengthen internal control mechanisms; provide inputs for new procedures to complement or to improve existing instructions/standard operating procedures in order to achieve streamlined efficiencies.

7. 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.

8. Provide feedback on staff allocation to the various units within the MHAC.

9. Maintain an inventory and organize timely, cost-effective and appropriate procurement and storage of stationaries, IT equipment and consumables, hygiene products, medical supplies and equipment, as needed for the MHAC.

10. Coordinate the acquisition, renovation, refurbishment and regular maintenance of the MHAC facility with the MHAC Supervisor and Administrative Assistant Supervisor if applicable.

11. Administer the office’s petty cash and submit the necessary reports to supervisor. Ensure reconciliation of service fees and bank statements.

12. Assure correctness of travel authorization and advise on allowances for staff members leaving on duty travel.

13. Perform such other duties as may be assigned.

Required