Introduction
Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants.
IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.
Organizational Context and Scope
The Senior Medical Assistant oversees the Call Centre and Data Processing/registration teams in the Migration Health Assessment Centre (MHAC). These teams provide information, relevant to Health Assessment Programs, Applicant processing and other IOM services to the migrants. the incumbent will be responsible for performing routine administrative functions such as switchboard operations, handling inquiries and providing refugee/immigrant assistance as necessary. Under the overall supervision of the Chief Migration Health Officer (CMHO) and the direct supervision of the Migration Health Officer (MHO) or Migration Health Nursing Officer 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 Lagos, Nigeria.
- Organize the Medical Assistants Roster and assign various duties in the unit as well as actively participate in day-to-day scheduling;
- Develop and keep up-to-date MHAC’s Standard Operating Procedures (SOP’s);
- Supervise and train Medical Assistants in compliance to the MHAC Medical Assistants’ SOPs;
- Assist in analysis of various tools pertaining to migrant flow and satisfaction in MHAC – including active monitoring of scheduling trends.
- Prepare medical forms, laboratory labels, serology code books, chest x-ray labels and daily scheduling of MHD health assessments.
- Ensure that reception area is well organized and presentable at all times.
- Provide accurate information and answers to telephone and/or walk-in queries from applicants regarding their schedules and direct as required.
- Assist in improving the integrity of customer care work by proposing key fraud prevention measures.
- 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.
- 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.
- Updating MHD information on the country MHD Website.
- Prepare and submit monthly statistics on Health Assessments performed by MHD.
- 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.
- Prepare purchase request forms for procurement of equipment and working materials for MHD.
Data management follow-up including the creation of queries to retrieve information from the database and responding to various follow-up needs;
- Participate in mobile health assessment missions in the Region to provide IT/Database support.
- Provide Database/data processing support to the Region and other MHD locations as needs arise.
- 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.
- Perform such other duties as may be assigned.
Education
- University Degree with at least four years of relevant working experience.
- Secondary School Diploma with at least six years of relevant working experience.
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
All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).
For this position, fluency in English & local language is required (oral and written).
Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.
Required Competencies
Notes
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.
IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
No late applications will be accepted. Only shortlisted candidates will be contacted.