Expedited SVN-Senior Medical Assistant

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.

The Senior Medical Assistant oversees the Call Centre and Data Processing/registration teams in the Migration Health Assessment Centre (MHAC). These teams provide information, relevant to Health Assessment Programs, Applicant processing and other IOM services to the migrants.  the incumbent will be responsible for performing routine administrative functions such as switchboard operations, handling inquiries and providing refugee/immigrant assistance as necessary.

Under the overall supervision of the Chief Migration Health Officer (CMHO) and the direct supervision of the National Health Operations Officer the successful candidate will be responsible for the carrying out the following duties and responsibilities in relation to the Migration Health Assessment Centre (MHAC) in Addis Ababa, Ethiopia.

The position is open to internal candidates only!

Responsibilities and Accountabilities

1. Organize the Medical Assistants Roster and assign various duties in the unit as well as actively participate in day-to-day scheduling;
2. Develop and keep up-to-date MHAC’s Standard Operating Procedures (SOP’s);
3. Supervise and train Medical Assistants in compliance to the MHAC Medical Assistants’ SOPs;
4. Assist in analysis of various tools pertaining to migrant flow and satisfaction in MHAC – including active monitoring of scheduling trends.
5. Prepare medical forms, laboratory labels, serology code books, chest x-ray labels and daily scheduling of MHD health assessments.
6. Ensure that reception area is well organized and presentable at all times.
7. Provide accurate information and answers to telephone and/or walk-in queries from applicants regarding their schedules and direct as required.
8. Assist in improving the integrity of customer care work by proposing key fraud prevention measures.
9. Receive all completed medical deferrals/furtherance, x-rays and other documents from MHD, update the reception of the same in the database and forward to the migration health physician for clearance.
10. Oversee the completion of medical forms, DNA packages and other medical documents and ensure they are transmitted to relevant partners, either by electronic means or by courier services. Verify that correct contacts and physical address are used whenever documents are transmitted by courier services and ensure to inform the receiving party of the parcel tracking number electronically.
11. Updating MHD information on the country MHD Website.
12. Prepare and submit monthly statistics on Health Assessments performed by MHD.
13. Prepare correspondence to respond to queries in respect to relevant matters of the MHAC. File incoming/outgoing letters, reports, memoranda, emails faxes as well as IOM documents and forms related to IOM medical issues.
14. Prepare purchase request forms for procurement of equipment and working materials for MHD.
15. Data management follow-up including the creation of queries to retrieve information from the database and responding to various follow-up needs;
16. Participate in mobile health assessment missions in the Region to provide IT/Database support.
17. Provide Database/data processing support to the Region and other MHD locations as needs arise.
18. Suggest improvements to strengthen internal control mechanisms; provide inputs for new procedures to complement and/or adapt existing instructions in an effort to achieve streamlining efficiencies.
19. Perform such other duties as may be assigned.

Required Qualifications and Experience

EDUCATION

1. University Degree with at least four years of relevant working experience.

OR

2. Secondary School Diploma with at least six years of relevant working experience.

EXPERIENCE

1. Experience in managing large dynamic teams, with a customer service, IT or administrative background;
2. Knowledge of data management principles;
3. Certificate in IT/Data entry is an advantage;
4. Knowledge of customer care;
5. High computer literacy in Windows and MS Office is mandatory, knowledge of web page design would be an asset;
6. In-depth use of MS office applications, data collection and manipulation;
7. Knowledge of medical terminology, as well as previous secretarial and archival experience, an added advantage; and,
8. Previous working experience with NGOs or international organizations is an added advantage.
9. Proven knowledge and/or certification in the data analysis tools such as Power BI.
10. Proven advanced knowledge and/or certification in the programming language SQL an advantage.
11. Proven experience and advanced knowledge in healthcare specific systems such as Electronic Health Record Systems (EHRs)  an advantage.
12. Proven advanced knowledge in the business process and data management of Interim Federal Health Programme (IFHP) an advantage.

SKILLS

• At least an intermediate level of MS office skills;
• Effective managerial and leadership skills in the provision of data entry and customer care;
• Analytical skills;
• Excellent communication skills;
• Fast and accurate typing.

Languages 

REQUIRED

• For all applicants, fluency in English & Amharic is required (oral and written).

DESIRABLE

• Working knowledge of local language.

Competencies

The incumbent is expected to demonstrate the following values and competencies:

VALUES – All IOM staff members must abide by and demonstrate these five 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

• 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 actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

MANAGERIAL COMPETENCIES

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.