Expedited SVN Senior Administrative Assistant (1 position)

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.

1. 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. 
2. 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.
3. 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.).
4. 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.
5. Provide feedback on staff allocation to the various units for the different MHAC’s in Harare, Zimbabwe;
6. 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.
7. 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.
8. Coordinate the acquisition, renovation, refurbishment and regular maintenance of the MHAC facility.
9. 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.
10. Assure correctness of travel authorizations and advise on allowances for staff members leaving on duty travel. 
11. 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.
12. 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.
13. Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. Core Competencies – behavioural indicators (Level 2)
14. Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.