Expedited SVN – Medical Assistant (Mobile Team), G5 (Part-time work 50%)

This position is only open for internal candidates.

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

The International Organization for Migration (IOM) is the UN Migration Agency.  With 174 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: 

1. Assist in meeting the operational challenges of migration and mobility. 
2. Advance understanding of migration issues 
3. Encourage social and economic development through migration; and 
4. Uphold the human dignity and well-being of migrants and mobile populations.

   IOM’s Regional Office for the East, Horn and Southern Africa oversees, plans, coordinates and supports IOM activities within the region. Through a team of specialists, the Regional office is responsible for project review and endorsement and provides technical support to Country Offices in the region which include Angola, Botswana, Burundi, Comoros, Democratic Republic of Congo, Djibouti, Eritrea, Eswatini, Ethiopia, Kenya, Lesotho, Madagascar, Malawi, Mozambique, Namibia,  Republic of Mauritius (also covering Seychelles), Rwanda, Somalia, South Africa, South Sudan, Tanzania, Uganda,  Zambia and Zimbabwe particularly in the area of project development, project implementation, monitoring and evaluation, resource mobilization, resource management, liaison coordination with regional and sub-regional governments, United Nations agencies and other key partners. 

   Under the overall supervision of the Regional Health Assessment Programme Coordinator (RHAPC), the direct supervision of the Mobile Team Coordinator, the incumbent will be responsible for duties and responsibilities related to the Mobile Team in Sub-Saharan Africa. The Mobile unit is tasked to support the RHAPC in implementing pre-immigration medical examination activities in the region, particularly providing mobile missions and surge support to the country offices, capacity-building of medical personnel, and systematic monitoring and evaluation of the Health Assessment Programme in the region.

   Support the Mobile Team Coordinator in all activities related to the Mobile Unit in the Sub Saharan Africa by: 

   1. Organize the Medical Assistants Roster and assign various duties in the unit as well as actively participate in day-to-day scheduling;
   2. Develop and keep up-to-date mobile mission’s Standard Operating Procedures (SOP’s); 
   3. Supervise and train Medical Assistants in compliance to the MHAC Medical Assistants’ SOPs
   4. Monitor the pipeline of health assessment requests from external partners and provide timely calls for the deployment of the mobile missions. 
   5. Assist in analysis of various tools pertaining to migrant flow and satisfaction during the mobile missions – including active monitoring of scheduling trends.
   6. Analize the pipeline reports, identify bottleneck of the process and suggest mitigative measures when required.
   7. Prepare medical forms, laboratory labels, serology code books, chest x-ray labels and daily scheduling of MHD health assessments.
   8. Ensure that reception area is well organized and presentable at all times.
   9. Provide accurate information about migrant’s appointment and answers to telephone and/or walk-in queries from applicants regarding their schedules and direct as required. 
   10. Assist in improving the integrity of customer care work by proposing key fraud prevention measures.
   11. 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.
   12. Oversee the completion of medical forms, DNA packages and other medical documents and ensure they are transmitted to relevant partners, either by electronic means or by courier services. Verify that correct contacts and physical address are used whenever documents are transmitted by courier services and ensure to inform the receiving party of the parcel tracking number electronically.
   13. Update MHD information on the country MHD Website.
   14. Prepare and submit monthly statistics on Health Assessments performed by Mobile missions.
   15. Prepare correspondence to respond to queries in respect to relevant matters of the MHAC. File incoming/outgoing letters, reports, memoranda, emails faxes as well as IOM documents and forms related to IOM medical issues.
   16. Prepare purchase request forms for procurement of equipment and working materials for MHD.
   17.  Data management follow-up including the creation of queries to retrieve information from the database and responding to various follow-up needs and reconciliation reports;
   18. Participate in mobile health assessment missions in the region to provide IT/Database support.
   19. Provide Database/data processing support to the region and other MHD locations as needs arise.
   20. Suggest improvements to strengthen internal control mechanisms; provide inputs for new procedures to complement and/or adapt existing instructions in an effort to achieve streamlining efficiencies.
   21. Perform such other duties as may be assigned.
   22. Provide migrants’ information regarding health assessments by phone.
   23. Register the migrants in the IOM database, schedule and confirm medical appointments and receive and communicate messages for medical staff and beneficiaries.
   24. Prepare master lists of migrants scheduled for health assessment processing and submit them to respective service providers / relevant persons as required.
   25. Maintain daily statistics related to health assessments and update the records; and, 
   26. Contribute to customer satisfaction evaluation management.  Education
       • University Degree with at least four years of relevant working experience; OR,
       • 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
         • Experience in managing large dynamic teams, with a customer service, IT or administrative background; 
         • Knowledge of data management principles;
         • Certificate in IT/Data entry is an advantage;
         • Knowledge of customer care;
         • High computer literacy in Windows and MS Office is mandatory, knowledge of web page design would be an asset;
         • In-depth use of MS office applications, data collection and manipulation;
         • Knowledge of medical terminology, as well as previous secretarial and archival experience, an added advantage; and,
         • Previous working experience with NGOs or international organizations is an added advantage Skills
           • At least an intermediate level of MS office skills;
           • Effective managerial and leadership skills in the provision of data entry and customer care;
           • Analytical skills;
           • Excellent communication skills;
           • Fast and accurate typing Languages

             Fluency in English and Kiswahili is required

             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.
   27. Courage: Demonstrates willingness to take a stand on issues of importance.
5. Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. Core Competencies – behavioural indicators (Level 1)
6. Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.