Administrative Assistant

Under the overall supervision of the Head of Office (HoO) and the direct supervision of the Administrative Assistant Supervisor 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 Amman Jordan
The role of the administrative assistant is to support the Migration Health Assessment Clinic (MHAC) in the smooth running of its administrative duties.

The role of the Administrative Assistant is to:

1. Maintain various internal office administrative support procedures such as document tracking, filing, archiving and monthly reporting.
2. Assist in maintaining order in the e-archiving system for medical files, blood test results and follow-ups. 
3. Prepare mail out lists for the embassies; liaise with the embassies regarding the processing status of immigrants and dispatch of the documents.
4. Set up and maintain an orderly storage system for Chest X-rays and keep hard copies of medical documents (informed consent, radiologist’s report, sputum smear results, pregnancy test results etc.).
5. Photocopy and scan medical documents as necessary.
6. Suggest improvements to strengthen internal control mechanisms; provide inputs for new procedures to complement or to improve existing instructions/standard operating procedures in order to achieve streamlined efficiencies.
7. 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.
8. Provide feedback on staff allocation to the various units within the MHAC.
9. Maintain an inventory and organize timely, cost-effective and appropriate procurement and storage of stationaries, IT equipment and consumables, hygiene products, medical supplies and equipment, as needed for the MHAC.
10. Coordinate the acquisition, renovation, refurbishment and regular maintenance of the MHAC facility with the MHAC Supervisor and Administrative Assistant Supervisor if applicable.
11. Administer the office’s petty cash and submit the necessary reports to supervisor. Ensure reconciliation of service fees and bank statements.
12. Assure correctness of travel authorization and advise on allowances for staff members leaving on duty travel.
13. Perform such other duties as may be assigned. 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. 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;
          • Organizational skills;
          • Communication skills Languages

            Fluency in English and 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.
14. Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. Core Competencies – behavioural indicators (Level 1)
15. Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.