International
Organization for Migration (IOM)
Position Title: Administrative Assistant (Teleradiology Services)
Position Title: Administrative Assistant (Teleradiology Services)
Vacancy
No: IOMKE/SVN/039/2016
Duty
Station: Nairobi,
Kenya
Classification: General Service Staff, Grade G4
Type
of Appointment: One
Year Fixed Term, with possibility of extension
Estimated
Start Date: As
soon as possible
Established
in 1951, IOM is the leading inter-governmental organization in the field of
migration and 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.
Context: Under the overall supervision of the Regional Health Assessments Coordinator for Sub-Saharan Africa and the direct supervision of the Migration Health Physician responsible for Telerad / Radiologist, the successful candidate will be responsible in providing effective and efficient overall administrative support to the Tele radiology Centre Nairobi Regional Office for Africa and sub-Sahara region and administrative support to the field operation in the region.
Context: Under the overall supervision of the Regional Health Assessments Coordinator for Sub-Saharan Africa and the direct supervision of the Migration Health Physician responsible for Telerad / Radiologist, the successful candidate will be responsible in providing effective and efficient overall administrative support to the Tele radiology Centre Nairobi Regional Office for Africa and sub-Sahara region and administrative support to the field operation in the region.
Core Functions / Responsibilities:
- Coordinate
with IOM country operations in the region, both orally and in writing
regarding the different steps of the teleradiology service:
1.
Receiving of requests for teleradiology services and
coordinating the preparation
2.
Communicating the arrangement of the X-ray reporting schedules
in the centre,
3.
Getting additional information and correcting error in bio data
of individuals or images during the service
4.
Notifying the additional view requested by the radiologist
5.
Confirming the list of individuals with reported CXRs by the
centre.
- Assist
in preparation for implementing service to new field locations and day to
day system support, including correcting system and data errors in
coordination with Radiology systems and PACS administrators.
- Coordinate
with the finance unit to ensure appropriate and timely financial billing
to Country Offices (COs) and processing of payment request for Consultant
Radiologists, with timely and regularly preparing the request for payment
and invoices as needed.
- Coordinate
with the IOM Global Teleradiology Center, Manila for getting technical
support and guidance as needed.
- Provide
administrative and clerical support to the Teleradiology Center in Nairobi
in terms of procurement, human resources, or any other related concerns
that may arise. Including processing request for quotation, and preparing
PRs.
- In
coordination with the supervisors and the IOM Global radiology Center
Manila, assist in organizing radiology trainings, providing technical
guidance and regularly updating standard operating procedure for the
radiology Center.
- Assist
in drafting various radiology related reports and other documents.
- Perform
day-to-day housekeeping in the business process of the radiology Centre in
Nairobi, Kenya.
- Act
as the focal person for the radiology Center, for receiving and
coordinating the service requirements and relating radiology service
issues from the region.
- Assist
the Radiologists in the Teleradiology Centre when needed including,
entering data into electronic medical systems/e-Medical and save it, check
for completeness of the part filled by the country operations and
coordinate with focal persons in the country operation to ensure that
entries are complete.
- Coordinate
with the Radiologists in the center for schedule and the list of e-Medical
cases when the cases are ready for completion and submission by the
radiologists.
- The
incumbent may be requested to provide support during weekends, holidays or
outside working hours as well as “stand-by” focal on a rotation basis.
- Perform
such other duties as may be assigned.
Required Qualifications and Experience
Education
- High
school diploma or equivalent and four years of relevant experience or
Completed university degree in one of Health Sciences, Health Informatics,
Business Administration, or Social Science, Information Communication
Technology or a related field from an accredited academic institution and
two years of relevant experience
Experience
- Good
knowledge of information communication technology and proficiency in
Microsoft Office applications especially Excel;
- Experience
and understanding of Digital radiology and Teleradiology systems an
advantage;
- Previous
work experience in an international organizations and companies an
advantage
Languages
- Fluency
in English and Kiswahili is required.
Required Competencies
Behavioural
- Accountability
– takes responsibility for action and manages constructive criticisms
- Client
Orientation – works effectively well with client and stakeholders
- Continuous
Learning – promotes continuous learning for self and others
- Communication
– listens and communicates clearly, adapting delivery to the audience
- Creativity
and Initiative – actively seeks new ways of improving programmes or
services
- Leadership
and Negotiation – develops effective partnerships with internal and
external stakeholders;
- Performance
Management – identify ways and implement actions to improve performance of
self and others.
- Planning
and Organizing - plans work, anticipates risks, and sets goals within area
of responsibility;
- Professionalism
- displays mastery of subject matter
- Teamwork
– contributes to a collegial team environment; incorporates gender related
needs, perspectives, concerns and promotes equal gender participation.
- Technological
Awareness - displays awareness of relevant technological solutions;
- Resource
Mobilization - works with internal and external stakeholders to meet
resource needs of IOM.
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.
How to Apply:
Submit cover letter and CV, including daytime telephone and e-mail contact to:
International
Organization for Migration (IOM),
Human
Resources Department,
P.O.
Box 55040 - 00200,
Nairobi,
Kenya
or
send via e-mail to hrnairobi@iom.int.
Closing Date: 11 April, 2016
Only Shortlisted Applicants will be contacted.
NOTE
NO FEE: The International Organization for Migration (IOM) does not charge a fee at any stage of the recruitment process (application, interview meeting, process or training). IOM does not concern itself with information on applicants’ bank details.
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.