VACANCY NOTICE

Open to Internal and External Candidates only

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 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.

Context:

Since the inception of IOM in 1951, Movement Operations have been and continue to be a fundamental pillar of the Organization’s work. The organized movement of persons in need of international migration assistance is a primary mandate of the Organization and a cornerstone of IOM’s operations. This mandate has resulted in the international transport of more than 15 million migrants and refugees worldwide. Movement Operations departments in various IOM missions, coordinated under the division of Resettlement and Movement Management (RMM) in the Department of Operations and Emergencies (DOE) at IOM’s Geneva Headquarters, are responsible for all aspects of travel for migrants and refugees under IOM’s auspices, in accordance with the various framework agreements with resettlement and receiving Governments and partners across the spectrum of the Organization’s programmes.

Under the overall supervision of the Chief of Mission (CoM), the general supervision of the Chief Migration Health Officer (CMHO) and the direct supervision of the Senior Medical assistant 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 Kigali, Rwanda. 

Core Functions / Responsibilities:

The Medical Assistant provides information, relevant to Health Assessment Programs, Applicant processing and other IOM services to the migrants.

He/she may be assigned to one of two potential subunits within the Migration Health Assessment Centre (MHAC): the reception and data processing unit or the call centre. The incumbent will need to be capable of flexibility when assigned different tasks. Below is a description of the possible tasks, which are more detailed in the duty lists and standard operating procedures (SOPS).

Call Centre overall duties: 

1. Provide migrants’ information regarding health assessments by phone;

2. Register the migrants in the IOM database, schedule and confirm medical appointments and receive and communicate messages for medical staff and beneficiaries;
3. Prepare master lists of migrants scheduled for health assessment processing and submit them to respective service providers / relevant persons as required;

4. Maintain daily statistics related to health assessments and update the records; and,
5. Contribute to customer satisfaction evaluation management.

Reception and Data Entry overall duties:  

6. Perform all the necessary data processing activities of the Migration Health Assessment Centre (MHAC), such as:

1. Receiving and explaining the registration process to applicants;
2. checking applicant’s identity;
3. entering bio-data of the applicants in the appropriate platform;
4. taking photos using webcam and loading the image to the appropriate platform; and,
5. printing of medical forms, consent forms and other necessary documents.

7. Receive all completed medical examination forms, x-rays and other documents from Country Offices or Panel Physicians while updating the reception of the same in the database and forward for quality check before clearance, if applicable;

1. Prepare, sort and package medical files and other documents during mobile migration health assessment missions where such mobile units are available;
2. Transmit completed medical forms, DNA packages and other medical documents either by electronic means or by courier services  to the various partners.  Ensure 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;
3. File incoming/outgoing letters, reports, memoranda, emails faxes as well as IOM documents and forms related to IOM medical issues;
4. Check, print and make photocopy of bank deposit slips (or other proof of payment). Regularly submit these photocopies to the Administrative/Finance Assistant; and,
5. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• University Degree with at least two years of relevant working experience; or,

• Secondary School Diploma with at least four years of relevant working experience.
• Certificate in IT/Data entry is an advantage.

Experience

• Experience in computer data entry, elaboration and analysis or in a call centre in a busy institution, preferably a medical one;

• Typing speed of at least 60 words per minute;

• High computer literacy in Windows and MS Office is mandatory, knowledge of web page design would be an asset;

• 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.

    Languages

Fluency in English & Kinyarwanda. French, and Swahili are an added advantage.

Required Competencies

Values

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.

• Integrity and transparency: maintain 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.

Core Competencies

• Accountability – Meets deadline, cost, and quality requirements for outputs.

• Client Orientation – Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries;

Continuous Learning – Keeps abreast of developments in own professional area.

• Communication – Clearly communicates, and listens to feedback on, changing priorities and procedures;

• Creativity and Initiative – Proactively develops new ways to resolve problems

• Leadership and Negotiation – Presents goals as shared interests;

• Planning and Organizing – Sets clear and achievable goals consistent with agreed priorities for self and others;

• Professionalism – Masters subject matter related to responsibilities;

• Teamwork – Actively contributes to an effective, collegial, and agreeable team environment.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.

Interested candidates are invited to submit their applications to [email protected] by at the latest, referring to this advertisement.

The subject of your e-mail MUST indicate the reference code, the Position title as well as candidate’s names

In order for an application to be considered valid, IOM will only accept applications which should include a completed CV and an application letter (not more than one page)

Only shortlisted candidates will be contacted.

Posting period:

From 24.04.2023 to 07.05.2023