Laboratory Administrative Assistant

Vacancy No: IOM-SVN/0090/2023

Position Title: Laboratory Administrative Assistant (Two Positions)

Position Grade: G-4

Duty Station: Addis Ababa, Ethiopia

Type of Appointment: SST, Nine months with possibility of extension

Estimated Start Date: As soon as possible

Deadline: 19 Aug 2023

Job Description

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 huma0ne 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 environment. Internal & External candidates are eligible to apply for this vacancy.

Organizational Context and Scope

The International Organization for Migration (IOM) seeks to step up national, regional and international efforts to address human mobility challenges associated with environmental factors and climate change. IOM’s vision on Migration, Environment and Climate Change (MECC) is that contemporary migration governance, policy and practice must reflect the significance of environmental, disaster and climate change factors on human mobility. IOM’s MECC programming include nature-based disaster risk reduction that is linked to longer-term development outcomes; environmental conservation initiatives that stabilize climate-fragile communities and their natural resources-dependent livelihoods thus allowing them to contribute to sustainable development; mainstreaming migration and diaspora contributions to the green economy and; developing sustainable, climate adaptive livelihoods for vulnerable communities, to prevent forced migration, among others.

Under the direct supervision of the Senior Laboratory Technologist and the overall supervision of the Chief Migration Health Officer (CMHO), the incumbent will be responsible for technical support to laboratory services with respect to Migration Health Assessments (HAP) and other programmes implemented by the IOM Migration Health Division in Addis Ababa, Ethiopia.

Responsibilities and Accountabilities:

1. Provide administrative support to the supervisor in activities carried out in the laboratory.
2. Ensure standards and the quality of laboratory outcomes, by strictly following the Standard Operating Procedures (SOPs) for assigned duties.
3. Adhere to bio-safety measures adopted in the laboratory, minding the safety of oneself and others.
4. Assist technical personnel for accurate, efficient and timely delivery of results by receiving and processing request forms, data entry, scheduling of clients, printing and submitting laboratory test reports
5. Documents and records keeping of laboratory activities in an organized and easy retrievable manner as well as maintaining the laboratory database.
6. Participate in laboratory stock management activities by preparing requests, inventory and updating records.
7. Communicate between laboratory and clinical unit on issues related to request and reports for laboratory examination
8. Communicate between laboratory and medical IT unit for preparing monthly and annual statistical reports, laboratory databases improvements or repairs
9. Participate in the development and updating of SOPs as needed.
10. Participate in the improvement of laboratory services according to adopted work plan in the laboratory.
11. Participate in collecting and preparing various testing samples.
12. Coordinate with vendors to ensure timely delivery of necessary supplies and monitor inventory.
13. Perform such other duties as may be assigned.

Required Qualifications and Experience

Educational Qualification

• Diploma or BA Degree from an accredited academic institution in Medical Laboratory Science or related fields with a valid license

Experience

• Four years of experience with a Diploma and Two years of experience for BSc holders
• Relevant medical facility experience in a busy institution, preferably in a laboratory.

Skills

• Knowledge of Technical Laboratory skills and workflow.
• Word processing, spreadsheet management, and database management experience.
• Good knowledge of computer skills.
• Good knowledge of developing spreadsheet databases and SharePoint.
• Demonstrated ability to maintain confidentiality is mandatory.
• Trained on ISO 15189, Medical laboratories — Requirements for quality and competence are an added value
• Very good communication and interpersonal skills

Languages

• Thorough knowledge of spoken and written English is required.
• Knowledge of the local languages is an advantage.

Values and Competencies

Values

• Inclusion and respect for diversity respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintain 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 – 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.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.