International Organization for Migration Medical Administrative Assistant Jobs in Kenya
Context:
The International Organization for Migration (IOM) is the UN Migration Agency. With 173 member states it is committed to the principle that humane and orderly migration benefits migrants and society. Established in 1951 and now active in over 400 field locations worldwide, IOM works with partners, government and civil society to:
Assist in meeting the operational challenges of migration and mobility
Advance understanding of migration issues
Encourage social and economic development through migration; and
Uphold the human dignity and well-being of migrants and mobile populations.
IOM’s Regional Office for the East and Horn of Africa supports and monitors the following countries: Burundi, Djibouti, Eritrea, Ethiopia, Kenya, Rwanda, Somalia, South Sudan, Tanzania and Uganda. Through a team of specialists, the Regional Office supports the development, implementation, monitoring, reporting and evaluation of projects and initiatives undertaken by country offices and regional programmes.
Under the overall supervision of the Regional Migration Health Assessment Coordinator and the Regional Administrative and Finance Officer (HAP) and under the direct supervision of the Regional National Migration Health Finance and Administrative officer, the successful candidate will perform the following duties:
Core Functions / Responsibilities:
In particular he/she will:
Liaise with the regional Migration Health Department mobile mission team on all TDY (travel on authorized duty) dates for further co-ordination with staff travel for ticket booking.
Assist in preparing TR for external medical escorts, by using correct WBS and verifying staff have completed their security request clearance with UNDSS.
Assist in preparing payment summaries for medical service provider invoices in close coordination with Regional National Migration Health Finance & Administrative Officer for approvals.
Assist in filing and managing Regional MHD library and ensuring documents are filed in systematic order with ease for retrieval.
Assist Recoding of Journal vouchers in prism for all teleradiology in the region to ensure segregation of duties from Telerad administrative assistant.
Assist in monitoring project expenditure and commitments vs approved budget for all self-payers projects and refugees’ projects in the region on monthly basis.
Liaise with Finance and Procurement department, follow up on all MHD (Migration Health Department) procurement requests and follow-up that GRN (Goods Received Notes) are confirmed in good time to allow timely capturing of cost to the projects.
Draft a monthly progress report on Logistics and Procurement activities in coordination with Regional logistics officer. Conduct and follow up the office needs of stock, expendables, services and share the same with the regional Logistics Officer.
Carry out monthly analysis of Open Purchase Order (POs), PRFs, open POs with MIGOs, POs with MIRO pending, beneficiaries’ assets and take required actions in coordination with regional logistics officer.
Follow up on all regional MHD TR advances and monitor that all are liquated as per travel rules and regulations.
Perform any other related duties that may be assigned by Head of Migration Health Programme Support and Administration Unit
Required Qualifications and Experience
Education
Bachelor’s degree in Administration Management/ Medical Administration or a related field from an accredited academic institution with at least two years of relevant working experience.
OR
Secondary School Diploma with at least four years of relevant working experience.
Experience
Knowledge and experience in administration, procurement or accounting;
Working with refugees/migrants in a medical setting is an advantage;
Previous working experience with NGOs or international organizations is an advantage;
Demonstrate accuracy in handling and reporting data.
Skills
At least an intermediate level of MS office skills;
Organizational skills;
Communication skills
Languages
Fluency in both written and spoken English and Kiswahili is required. Working knowledge of other IOM official Languages is an advantage.
How to Apply
Submit cover letter indicating the Position Title & Vacancy Notice Number on the e-mail subject (Medical Administrative Assistant- IOMRONBO/VN/050/2023), and CV with telephone and e-mail contacts including 3 Referees (Supervisors) to: IOM, RO Human Resources Department, via e-mail to [email protected]
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