SVN No.: SVN2023.115

Core Functions / Responsibilities

• The Medical Assistant provides information relevant to Health Assessment Programs, Applicant processing, and other IOM services to the migrants.
• He/she may be assigned to one of two potential subunits within the Migration Health Assessment Centre (MHAC): the reception and data processing unit or the call center.
• The incumbent will need to be capable of flexibility when assigned different tasks.

Call Centre Overall Duties:

• Provide migrants?۪ information regarding health assessments by phone and email.
• Register the migrants in the IOM database, schedule and confirm medical appointments, and receive and communicate messages for medical staff and beneficiaries.
• Prepare master lists of migrants scheduled for health assessment processing and submit them to respective service providers/relevant persons as required.
• Maintain daily statistics related to health assessments and update the records; and,
• Contribute to customer satisfaction evaluation management.

Reception and Data Entry Overall Duties:

• Perform all the necessary data processing activities of the Migration Health Assessment Centre (MHAC), such as: a. Receiving and explaining the registration process to applicants. b. Checking applicant?۪s identity. c. Entering biodata of the applicants into the appropriate platform. d. Taking photos using approved gadgets (camera or webcam) and loading the image into the appropriate platform. e. Printing medical forms, consent forms, and other necessary documents.
• Receive all completed medical examination forms, x-rays, and other documents from Country Offices or Panel Physicians while updating the reception of the same in the database and forward for quality check before clearance, if applicable.
• Prepare, sort, and package medical files and other documents during mobile migration health assessment missions where such mobile units are available.
• Transmit completed medical forms, DNA packages, and other medical documents either by electronic means or by courier services to the various partners. Ensure correct contacts and physical addresses are used whenever documents are transmitted by courier services and ensure informing the receiving party of the parcel tracking number electronically.
• File incoming/outgoing letters, reports, memoranda, emails, faxes as well as IOM documents and forms related to IOM medical issues.
• Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Ensure compliance with SOPs or codes of conduct by IOM staff members or partners.
• Check, print, and make photocopies of bank deposit slips (or other proof of payment). Regularly submit these photocopies to the Administrative/Finance Assistant; and,
• Perform other duties as may be assigned.

Education

• University Degree in Computer Science, Information Technology / Management, Statistics, Social Sciences, Business Administration, or a related field with at least two years of relevant working experience.

Experience:

• Certification/Experience in IT/computer, data entry, elaboration, and analysis or in a call center in a busy institution, preferably a medical one is an advantage.
• Previous working experience with NGOs or international organizations is an added advantage.
• High computer literacy in Windows and MS Office is mandatory, knowledge of web page design or data analysis would be an asset.
• Knowledge of medical terminology, as well as previous secretarial and archival experience, is an added advantage.
• Customer orientation and ability to adapt/respond to different types of personalities.
• Excellent communication (writing, verbal, and listening) and presentation skills.
• Ability to multi-task, prioritize, and manage time effectively.

Languages:

• Fluency in English (oral and written) required, working knowledge of the local language.

Skills:

• Excellent communication and interpersonal skills; Ability to work with minimum supervision.
• Works effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance country office or regional objectives.
• Typing speed of at least 60 words per minute.
• Delivers on set objectives in strict deadlines.
• Demonstrated proficiency with Microsoft Office applications, especially Excel, Word, PowerPoint, Publisher, and SharePoint.
• Willing to accept a flexible work schedule.
• Attentive to details and accuracy in handling and reporting data.

Required Competencies
Values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion wherever possible.
• Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: Demonstrates the 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 – Behavioral Indicators – Level 2:

• 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.