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 National 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 and non-staff of the Middle East. And is also responsible for the administration and coordination of travel medical clearances of Field staff, Non-staff, Escorts within his/her assigned population. The successful candidate is responsible for coordination of medical clearances for admission into the insurance of Field staff and their dependents within his/her assigned population. Provide support in sick leave process and follow up of GS/NO staff within his/her assigned population. He/She is responsible for assisting the Sr. Medical Admin Officer in the administrative follow up of health and insurance documentation, the management of the medical files. And will be bound by the code of medical confidentiality in respect to all information related to the work.
Core Functions / Responsibilities
1. Coordinate all systematic medical examinations for Field staff and non-staff (Consultants, Interns, Escorts) of the Middle East countries (EOD, PME, AME, Exit examinations)
- 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; Exclusions for insurance admission.
- Follow up on all further need for medical information pointed out by the OHU Medical Officer
- Maintain regular contact with the Missions/Country Offices to ensure compliance with instructions on EoD, PME, AME for Field staff. Coordinate those who are due for periodic exam and annual examination (PME and AME)
- Coordination of the admission to Medical Service Plan (MSP) insurance for Field employees
- Coordinate with HR and IUM concerns on eligibility and insurance coverage.
- 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.
- Maintain the filing systems in appropriate, secured and locked storage locations.
2. Advice to travelers – Coordination of all travel medical clearances for Field staff in SEA & Oceania, and all Professionals under the population of OHU Manila.
- In coordination with OHU Medical Officer, prepare and send out medical clearances and share medical travel advice for Field staff in SEA and Oceania, 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. Process certified sick leaves of staff within OHU MAC’s population.
- Manage all sick leaves of staff in the designated country/region.
- Provide staff guidance and advice on the correct process based on IN 151 rev. 3.
- Ensure reports and all necessary documents of all sick leave both for occupational and non-occupational events are received in a timely manner.
- 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.
4. Manage medical clearance for admission of Dependents in the insurance.
- Ensure compliance with the procedure. Provide guidance and ensure that the that the correct document is used and accomplished completely.
- Coordinate medical fitness to HR and exclusions to Insurance Unit Manila (IUM).
- Coordinate with HR and IUM concerns on eligibility and insurance coverage
- Inform staff directly of any medical exclusion.
5. Provide backup support in the absence of any other Administrative Assistant/s to ensure continuous workflow processes of the unit.
6. Liaison with Occupational Health Unit in HQ (OHU Geneva) – reports and data collection.
- Collect medical and insurance data and produce yearly statistics and graphics then Communicate with OHU at HQ.
- Ensure that all information needed for insurance purposes (coverage after cessation of participation, exclusions) is sent in a timely fashion to OHU Geneva.
7. Act as second level support for COVID-19 Focal Person.
- Receive reports and inquiries.
- Follow up all the cases of COVID-19 (confirmed, probable, suspect, contacts) and record in the WHO tracking table.
- In coordination with the OHU Medical Officer, provide appropriate guidance on physical return to work and/or home-based work (HBW).
- Review, analyze and produce monthly/quarterly and annual COVID-19 statistics and graphs.
8. 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.
9. Upload patients’ files into the Occupational Health System (OHS)
- Upload new files and medical reports into OHS as they are reaching HIM.
- Upload into OHS old hardcopy files that have not been uploaded yet.
10. Perform any other duties that may be assigned.
Education
- University degree in Business Administration, Management or a related field from an accredited academic institution with three (3) years of relevant professional experience; or,
- Completed High school degree from an accredited academic institution, with five (5) years of relevant professional experience.
Experience
- 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.
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
Only open for internal candidates.
Interested internal applicants may send their applications to hrmanila@iom.int no later than 12 Jan 2024. VN Number and Position Title (VN 204/2023 – Administrative Assistant) should be specified in the SUBJECT field.
For internal candidates, please send in your updated CV and cover letter using your IOM email account for your application to be considered valid.
Applications must consist of a cover letter, a duly-accomplished IOM Personal History Form, and a résumé highlighting education and experience relative to the above qualifications.
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.
Kindly note that this position is subject to funding availability.