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 direct supervision of the OHU Senior Administrative Officer, Occupational Health Unit Manila (OHU MAC), in coordination with the OHU Medical Admin Officer and in consultation with the Chief Medical Officer of the Occupational Health Unit Geneva (OHU Geneva) and the Director of the Manila (Global) Administrative Center, the successful candidate is responsible for coordination of all IOM medical examinations (EOD, AME, PME, and Exit) for Field staff, non-staff and Professionals for specific countries in Asia, Eurasia, and Europe (except Geneva), will undertake administrative and secretarial functions of the unit, responsible for the administration and coordination of travel medical clearances for Field staff in his/her population, responsible for coordination of medical clearances for admission of dependents into the insurance for Field staff within his/her assigned population, sick leave management and follow up of all GS/NO staff within his/her assigned population, responsible for data gathering in relation to OHU MAC’s yearly work production as well as reports required for insurance purposes, provided on a weekly basis and the successful candidate will be bound by the code of medical confidentiality in respect to all information related to the work.
Core Functions / Responsibilities
1. Coordination of all systematic medical examinations for Field staff and non-staff for Asia, Eurasia, and Europe (except Geneva).
- Ensure that medical files are complete, and that follow-up is made prior to presenting complete documents to the OHU Medical Officer for evaluation
- Ensure that medical clearance, insurance admission, conclusions on fitness are relayed in a timely manner to Personnel Administration, the Mission’s Human Resources focal point and Insurance Unit Manila (IUM).
- Relay to the candidate/staff any medical findings, advice, request or recommendation following a review of their medical exams Follow up on all further need for medical information pointed out by the OHU Medical Officer.
- Upload all medical exams Entry-on-Duty (EOD), Periodic Medical Exam (PME), Annual Medical Exam (AME), Exit and other medical reports, supportive documents in the Occupational Health computerized System (OHS).
- Maintain the filing systems in appropriate, secured and locked storage location.
2. Advice to travelers – Coordination of all travel medical clearances for Field staff and non-staff based in Asia, Eurasia, and Europe (Except Geneva)
- In coordination with OHU Medical Officer, prepare and send out medical clearances and share medical travel advice for Field staff in Asia, Eurasia, and Europe, and All Professional staff within OHU MAC’s population who are required to travel for professional reasons.
- Review staff vaccinations and inform them what needs to be done or updated
- Follow up as necessary so that medical requirements are completed before employees’ travel on duty/short term assignment (TDY/STA), based on what is required for each.
- Share related OHU travel advice, the IN 229 and the link to Staff Welfare intranet.
3. Gather data and prepare report/information (daily, bi-annually and annually) as required for the following:
- OHU MAC yearly work production/statistics and share with OHU Admin for statistics report preparation and graphics.
- Weekly list provided to Allianz and IUM (list of PME, Exit) for reimbursement purposes.
- All other data that OHU Geneva might require (travel to H and A duty station, Maternity, CACP, Excusions and other data as needed).
4. Manage medical clearance for admission of Dependents in the insurance.
- Ensure that the correct document is used and accomplished completely.
- Coordinate medical fitness to HR and exclusions to Insurance Unit Manila (IUM)
- Inform staff directly for any medical exclusion.
5. Provide backup support in the absence of other Administrative Assistant/s to maintain continuous
workflow processes of the unit.
6. Perform other OHU Administrative functions.
- Collaborate with cross-functional teams such as HR Personnel from different missions and update them with the latest developments and information that are related to medical and occupational health.
- Provide necessary guidance and assistance to staff members on medical exam procedures and on queries pertaining to medical or non-medical related matters.
- Provide insights and support in improving processes in OHU.
7. Support in the process of certified sick leaves of staff within OHU MAC’s population
- Provide staff guidance and advice on the correct process based on IN 151 rev. 3
- Validate and endorse approved sick leaves to HR for proper recording.
- Inform the OHU timekeeper of all new cases of prolonged sick leaves (over 21 days).
- Upload in Occupational health computerized System (OHS) all related medical files.
8. Upload staff files into the Cority Occupational Health computerized System (OHS)
- Upload new files and medical reports into OHS as they are reaching OHU.
- Upload into OHS old hardcopy files that have not been uploaded yet.
9. Any other duties that may be assigned.
Education
- Completed university degree from an accredited academic institution preferably in Business Administration, Management or any related field.
Accredited Universities are those listed in the UNESCO World Higher Education Database.
Experience
- Minimum three (3) years of relevant experience in administrative work; medical administration or occupational health experience an advantage.
- High level of computer literacy; experience with HR IT systems and application, 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.
Courage
Demonstrates willingness to take a stand on issues of importance.
Empathy
Shows compassion for others, makes people feel safe, respected and fairly treated.
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.
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.
Delivering results
Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
How to apply
Interested candidates are invited to submit their applications online by clicking on the APPLY button and completing the profile registration.
FEES
IOM does not charge any fees at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.