Job Title: Administrative Assistant
Hiring Organization: International
Organization for Migration
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Inter
Governmental Organization
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 11/16/2023
Assist in meeting the operational challenges of migration and mobility
Advance understanding of migration issues
Encourage social and economic development through migration; and
Uphold the human dignity and well-being of migrants and mobile populations.
IOM’s Regional Office for the East and Horn of Africa supports and monitors the following countries: Burundi,
Djibouti, Eritrea, Ethiopia, Kenya, Rwanda, Somalia, South Sudan, Tanzania and Uganda. Through a team of specialists, the Regional Office supports the development, implementation, monitoring, reporting and evaluation of projects and initiatives undertaken by country offices and regional programmes.
Context:
The IOM
regional Teleradiology Center based in Nairobi, Kenya provides regional
Teleradiology services and Technical support to field operations with a purpose
to optimize the IOM Radiology services.
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.
Under the direct and the administrative supervision of the Regional Radiology
Coordinator, and in close coordination with the senior Teleradiology
administrative assistant, the successful candidate will be responsible for
providing effective and efficient administrative support to the regional
Teleradiology and QC Centre, Nairobi, Kenya.
Core Functions / Responsibilities:
Facilitate
the timely and efficient completion of the administrative work of the
Teleradiology Center in terms of procurement, human resources, or any other
related matter and coordinate with respective units for the different
activities, and perform housekeeping activities,
Actively
participate in various radiology related reports, data analyses and surveys.
And assist in compilation of the monthly, quarterly, and yearly Teleradiology
activity reports, in coordination with the respective colleagues, and assist in
editing other material produced by the Center.
Prepare
the monthly invoices for billing non-IOM clinics for the Teleradiology service
and the request for payment for the Teleradiology consultant radiologists,
based on the summary caseload prepared by the Teleradiology data reporting and
coordinate with the appropriate units and the clinics, and follow up to ensure
timely billing and payments.
Assist
the documentation of resources and updating the information in the
Teleradiology web-page
keeping
the records up to date and uploading current events and activities, guidelines,
SOPs, manuals and other information related to the radiology services, in
coordination with the respective colleagues in the Center and colleague in the
field operations.
Keep
records and track expiry dates of the Teleradiology Center documents including
contracts, Teleradiology service agreements, professional license, invoices,
receipts, purchase requests and timely notify the respective bodies, and ensure
timely renewal.
Provide
the necessary assistance to new staff providing the needed items and
orientation including account creation, the necessary office equipment, and
arranging security trainings.
Coordinate
the logistic arrangements for the Center events such radiology training
workshops, staff travel, preparations for the meetings and high-level visitors,
and yearly team building activities and social events of the Center as needed,
in coordination with the respective units and staff in the Center.
Coordinate
with IOM country operations globally, the Teleradiology technical support team
for different
administrative
matters as needed.
Assist
the Teleradiology workflow when needed, such as checking the bio-data on the
Chest X-Rays, uploading the Chest x-rays to eMedical system, coordinate with
focal persons in the country operation, the radiologists when the cases are
ready for submission, and producing the daily start summary and communication
the field missions.
Provide
support during weekends, holidays or outside working hours as well as
“stand-by” focal on a rotation basis as needed.
Perform
such other duties as may be assigned.
Required
Qualifications and Experience
University
degree in Business Administration, Social Science, Communication, or any other
related field from an accredited academic institution, with three years of
relevant professional experience preferably in administrative capacity or;
Completed
High School degree from an accredited academic institution, with five years of
relevant professional experience.
Experience
Good
knowledge of information technology and proficiency in Microsoft Office
applications especially Excel.
Experience
and understanding of teleradiology an advantage.
Previous
work experience in an international organizations and companies an advantage.
Skills
Comprehensive
computer skills in Microsoft Office, especially Excel.
Advanced
computer knowledge an advantage.
Languages
Fluency
in both written and spoken English and Kiswahili is required.
Knowledge
of French is an advantage.
Required
Competencies
The
incumbent is expected to demonstrate the following values and competencies:
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 wherever possible.
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.
Core
Competencies – behavioural indicators level 1
Teamwork:
develops and promotes effective collaboration within and across units to
achieve shared goals and optimize results.
Delivering
results: produces and delivers quality results in a service-oriented and timely
manner; is action oriented and committed to achieving agreed outcomes.
Managing
and sharing knowledge: continuously seeks to learn, share knowledge and
innovate.
Accountability:
takes ownership for achieving the Organization’s priorities and assumes
responsibility for own action and delegated work.
Communication:
encourages and contributes to clear and open communication; explains complex
matters in an informative, inspiring and motivational way.
How to
Apply:
Indicate
the Position Title & Vacancy Notice Number on the e-mail subject (Administrative Assistant
(Teleradiology)-
IOMRONBO/VN/055/2023), attach cover letter and CV with
telephone and e-mail contacts including 3 Referees (Supervisors) to: IOM, RO
Human Resources Department, via e-mail to
ronairobihrdrec@iom.int
Closing Date: 29 November 2023
Only Shortlisted Applicants will be contacted.
