HR Administrative Assistant (Insurances) VN 147/2023
JOB DETAIL
Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.
IOM is committed to a diverse and inclusive work environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.
Under the direct administrative supervision of the National HR Officer – MHRO-IUM, the HR Administrative Assistant will oversee all aspects of the administration of former staff members who are covered under the Health Insurance (HI) or Medical Service Plan (MSP) schemes. the successful candidate will also be responsible for the administration and timely admission of eligible staff and their dependents into the medical insurance globally.
1. Responsible for the administration of the insurance premium for former staff members who are covered under Health Insurance (HI) and Medical Service Plan (MSP) scheme as Unlimited after service coverage.
- Maintain and update the database in SAP of Unlimited after service coverage participants (address, bank details etc).
- Coordinate the list of eligible staff due for Retirement/separation to remain covered for an indefinite duration with HRAU / Country Office.
- Draft annual letters (English/French) for eligible retired staff providing general information about insurance coverage amendments and premiums
- Generate annual premium invoices for eligible-retired staff and their eligible dependents taking into account both the increase due to cost of living (according to UN list) and the premium rate if applicable
- Monitor collection of insurance premiums and follow up in case of nonpayment; coordinate with TSY and CAS-Insurance Accounting regarding payment of premiums; record the payment in the ERP fUpdate the database for deceased participants, generate pro-rata bills and request TSY, MTS or Country Office to refund the unused premium where applicable
- Verify eligibility of children who remain in the insurance and review any change in premium percentage after retirement
2. Administer the Medical Insurance admissions:
- Process the MSP admissions.
- Coordinate the approval of HI and MSP Admissions with the Occupational Health Unit.
3.Dispatch Monthly MSP PME reimbursement report received from Allianz Care to Country Offices to reimburse the 10% not covered by MSP.
4. Provide support in communicating with Allianz Care to confirm insurance coverage or eligibility data.
5. Assist participant and Country Offices in the administrative and financial aspects of medical travel and evacuation, as required.
6. Perform any other duties as may be assigned including replacing other IUM staff during absences.
- University degree in Bachelor of Science in Business Administration, degree in Nursing or in medical field with three (3) year of relevant experience, or apprenticeship with an insurance company, or,
- High school diploma with five (5) years of relevant experience.
- Experience in administrative duties with specialisation in insurance processing.
- Experience using an ERP system.
- Experience in an international organization, non-government or government organisation, in a multi-cultural setting, is an advantage.
- Advanced knowledge of Microsoft Office Suite / high level of computer literacy.
- Knowledge of IOM/UN HR procedures and rules is an asset. • Knowledge of SAP highly desirable.
For this position, fluency in English is required. Knowledge of a second official UN language is desirable.
- Shows respect and sensitivity towards gender, culture, ethnicity, religion, sexual orientation, political conviction and other differences.
- Encourages the inclusion of all team members and stakeholders while demonstrating the ability to work constructively with people with different backgrounds and orientations.
- Promotes the benefits of diversity; values diverse points of view and demonstrate this in daily work and decision making.
- Challenges prejudice, biases and intolerance in the workplace.
- Upholds and promotes the Standards of Conduct and Unified Staff Regulations and Rules.
- Delivers on commitments; manages the organization’s resources reliably and sustainably.
- Embraces and encourages transparency, balancing this with the need for discretion and confidentiality as appropriate.
- Maintains impartiality and takes prompt action in cases of unprofessional or unethical behaviour.
- Does not abuse one’s position and acts without consideration of personal gain. Is motivated by professional rather than personal concerns.
- Demonstrates professional competence and mastery of subject matter and willingness to improve knowledge and skills.
- Seeks to raise professional standards in self and others through daily work and activities.
- Adapts quickly to change and is decisive and versatile in face of uncertainty.
- Shows self-control and persistence when faced with difficult problems, and remains calm in stressful situations.
- Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.
- Accepts personal responsibility for quality and timeliness of work.
- Takes ownership of all responsibilities within own role and honours commitments to others and to the Organization.
- Operates in compliance with organizational regulations and rules.
- Accepts and gives constructive criticism; acknowledges and corrects mistakes and apply lessons learned for improvement.
- Presents information using language and sequence of ideas that is easy for recipients to understand.
- Adapts communication to the recipient’s needs, asks questions to clarify, and exhibits interest in having two-way communication.
- Encourages others to share their views, using active listening to demonstrate openness and to build understanding of different perspectives.
- Listens carefully and genuinely to the views and positions of others; acts on received information.
- Keeps abreast of new developments in own field of competence and creates opportunities for knowledge management initiatives.
- Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.
- Puts new learning into practice and draws on diverse sources of ideas and inspiration.
- Contributes to the identification of improvements to work processes and assists in implementing them.
- Establishes strong relationships with colleagues and partners; relates well to people at all levels.
- Is fully aware of the team purpose, respects and understands individual and collective responsibilities.
- Willingly puts in extra effort without being asked and adopts a “hands-on” approach whenever necessary to achieve team objectives.
- Coordinates own work with that of the team to meet agreed priorities and deadlines.
- Produces quality results and provides quality services to clients.
- Meets goals and timelines for delivery of products or services.
- Manages time and resources efficiently, monitoring progress and making adjustments as necessary.
- Shows understanding of own role and responsibilities in relation to expected results.
Interested applicants may send their applications to hrmanila@iom.int no later than 24 Aug 2023. VN Number and Position Title (VN 147/2023 – HR Administrative Assistant (Insurances)) should be specified in the SUBJECT field.
IOM welcomes applicants from qualified individuals, irrespective of their race, religion, skin, color, nationality, age, disability status, ancestry, sex, sexual orientation, gender identity or expression, marital status, family structure, mental health status, or any other characteristic.
Only shortlisted candidates will be contacted.
Kindly note that this position is subject to funding availability.
