Under the overall supervision of the Chief Migration Health Officer and the direct supervision of the Medical Coordinator the successful candidate will be responsible for the carrying out the following duties and responsibilities in relation to primarily but not limited to Emergency response and H2 MHD teams in CAIRO, EGYPT
The role of the administrative assistant is to support mainly but not limited to Emergency MHD and H2 teams in the smooth running of its administrative duties.
RESPONSIBILITIES
1. Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information;
2. Provide office, administrative and logistics support to meetings, committees, conferences, etc.;
3. Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions;
4. Respond or draft responses to standard/ routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports;
5. Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards;
6. Initiate general administrative tasks in the computerized financial / travel / human resources systems;
7. Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required;
8. Provide assistance in the administrative processing of vacancy notices and consultants' contracts;
9. Register applicants and maintain individual accounts while keeping records of applicant’s interactions, process applicant’s accounts and file documents.
10. Ensure secure storage of medical confidential documentation and data in accordance with IOM principles and guidelines.
11.Assist for requests for Payments of refugees’ reimbursement.
a)Daily and monthly refugee’s transportation reimbursement according to the approved requests.
b) The approved prescribed medicine requests from the referred physicians that has already been purchased for the refugees.
c) Reimbursement of the approved requests from the referring Panel Physicians for evaluation by specialist referrals outside IOM system.
12.Assist in Maintaining a proper reporting of operational advance to IOM Cairo Finance Unit
13.When required Assist for collection of the service fee for all GHAP (Self Payers) projects.
a) Ensure reconciliation of the fee with the daily requests from data Processing Team, Lab Team, and/or referrals Focal Point.
b) When required Ensure self-paying applicants receive their receipt.
c) Maintaining soft copy/hard copy records of the collection of fees.
d) Depositing the cash in IOM Bank account.
14.Assist in reviewing and checking all invoices properly before processing payment.
15.Assist in preparing Purchase Requisitions Requests (PR’s) related to MHD needs.
16.Keep a track for all procurement and logistical requests/expenditures.
17.Assist in keeping track of purchased capital assets as well as MHD supplies and equipment inclusive regular maintenance of equipment as per their specification.
19.Keep track and record of MHAC storage inventory.
20.Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files; and,
21.Perform other duties as required
Education
- High school diploma with four years of relevant experience; or,
- Bachelor’s degree in Business Administration, Accounting, Finance, or related fields from an accredited institution with two years of relevant professional experience.
Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;
Attention to detail, ability to organize paperwork in a methodical way;
Experience in administrative and financial practices, cash management
Discreet, details and clients-oriented, patient and willingness to learn new things; and,
Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
- Arabic and English
- Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
- 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.
- Courage: Demonstrates willingness to take a stand on issues of importance.
- Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.
- 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 actions and delegated work.
- Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
- Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
- This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
- This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
- Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.
- IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
- IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
- IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.