Expedited SVN Senior Administrative Assistant
Harare, Zimbabwe
JOB DETAIL
Applications are welcome from internal and external candidates. 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.
Context
Under the overall supervision of the Chief of Mission (CoM) and the direct supervision of the Chief Migration Health Officer (CMHO) and technical supervison of Resource Management Officer (RMO), 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 Hararee, Zimbabwe
The role of the Administrative Assistant Supervisor is to support all the Administrative Assistants, and ensure the smooth running of the administrative duties in the various the Migration Health Assessment Clinic (MHAC) in Harare, Zimbabwe.
- Coordinate and ensure that mission wide various internal office administrative support procedures such as document tracking, filing, archiving and monthly reporting are implemented in the different MHAC’s.
- Coordinate and ensure that there is a systematic e-archiving system for medical files, blood test results and follow-ups in the different MHAC’s.
- Coordinate and ensure that the MHAC’s are maintaining an orderly storage system for chest X-rays and keeping hard copies of medical documents as required (informed consent, radiologist’s report, sputum smear results, pregnancy test results etc.).
- Implement improvements to strengthen internal control mechanisms; adapt inputs for new procedures to complement or to improve existing instructions/standard operating procedures in order to achieve streamlined efficiencies.
- Provide feedback on staff allocation to the various units for the different MHAC’s in Harare, Zimbabwe;
- With the Resource Management Officer (RMO) coordinate the issuance/renewal of staff contracts, leaves, attendance records maintenance, medical and insurance monitoring and security issues. Act as main liaison between MHD and procurement, finance and HR units for all related activities.
- Coordinate and ensure that each MHAC is Maintaining proper inventory control mechanisms and are organizing timely, cost-effective and appropriate procurement and storage of stationeries, IT equipment and consumables, hygiene products, medical supplies and equipment, as needed for the MHAC.
- Coordinate the acquisition, renovation, refurbishment and regular maintenance of the MHAC facility.
- Provide MHACs with Standard Operating Procedures (SOP’s) in dealing with office’s petty cash, providing best practice recommendations. Supervise and monitor each MHAC’s reconciliation of service fees and bank statements.
- Assure correctness of travel authorizations and advise on allowances for staff members leaving on duty travel.
- In co-ordination with the RMO, participate in budget and expenditures monitoring, monthly and annual financial reporting. Collect relevant statistics and provide financial analysis, in coordination with the MHAC supervisor.
- Perform such other duties as may be assigned.
Education
- Bachelor’s degree in Administration Management/ Medical Administration of a related field from an accredited academic institution with at least four years of relevant working experience.
- Secondary School Diploma with at least six years of relevant working experience.
Accredited Universities are those listed in the UNESCO World Higher Education Database.
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;
- Effective managerial and leadership skills;
- Organizational skills;
- Communication skills
Languages
- Fluency in English & local language is required (oral and written).
IOM’s official languages are English, French and Spanish.
Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.
Required Competencies
IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.
Values – all IOM staff members must abide by and demonstrate these three values:
- 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.
Core Competencies – behavioural indicators (Level 2)
- 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.
Managerial Competencies – behavioural indicators (Level 2) (applicable only if position is with direct reports)
- 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 leadership and professional potential.
- Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
- Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
- Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
- Humility: Leads with humility and shows openness to acknowledging own shortcomings.
Notes
- 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.
For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies
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