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 work 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
Under the overall supervision of the Senior Global Radiology Coordinator, MAC Philippines and the direct supervision of the Senior Teleradiology Administrative Assistant; and in collaboration with relevant international radiology staff and the technical staff, the successful candidate will be responsible and accountable for assisting and providing the efficient administrative support to the Global Teleradiology and QC Centre, Manila (Global) Administrative Centre, Manila, Philippines.
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.
Education
- University Bachelor’s degree in Business Administration, Finance, Accounting, 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
- Work experience in handling administrative and financial matters, as well as communication, tracking and keeping records of projects, and writing reports
- Experience in the usage of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis;
- Experience and understanding of IOM Teleradiology workflow an advantage.
- Previous work experience in an international organizations and companies an advantage.
- Good verbal and written communication, attention to detail, and interpersonal skills
- Excellent knowledge and skill in using Microsoft package and other software and technologies.
- Problem-solving and critical thinking skills an advantage
Languages
For this position, fluency in English is required. Knowledge of a second official UN language is desirable.
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.
Core Competencies
Accountability
Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
Communication
Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
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.
Teamwork
Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
How to apply
Interested applicants may send their applications to hrmanila@iom.int no later than 1 March 2023. VN Number and Position Title (VN 073/2022 – Administrative Assistant) should be specified in the SUBJECT field.
IOM welcomes applicants from qualified individuals, irrespective of their race, religion, skin, color, nationality, age, disability status, ancestry, sex, sexual orientation, gender identity or expression, marital status, family structure, mental health status, or any other characteristic.
Only shortlisted candidates will be contacted and an offer will be made following the confirmation of funding.