DR 023-024/2023

Administrative Assistant (2 vacancies)

Manila (Global) Administrative Centre (MAC)

Philippines

Open to Internal and External Candidates

Job classification : General Staff

Grade : Ungraded

Duty station : Manila (Global) Administrative Centre (MAC)

Type of Appointment : Special Short Term-Ungraded

Closing date : 14 Jun 2023

Duration of Assignment : Six months with possibility of extension

Salary : Php 29,000 per month net of taxes (all-inclusive)

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 MAC Medical Officer, Occupational Health Unit (OHU), in coordination with the OHU Senior Admin Assistant and in consultation with the Chief of the Occupational Health Unit (OHU Geneva) and the Director of the Manila (Global) Administrative Center (MAC).

The successful candidate is responsible for management of medical files – scanning and uploading in the OHS Database; filing, updating and archiving of medical records; receiving, opening and recording of mails; and perform other administrative and secretarial functions of the unit. The successful candidate will be bound by the code of medical confidentiality in respect to all information related to the work.

Core Functions / Responsibilities

•  Maintain staff record and filing system within the unit.
•  Ensure that all medical documents of staff within OHU Manila population are scanned, uploaded in the OHS database and placed in their respective binders.
•  Update and sort staff medical files, identifying those that are no longer active, separated, transferred, or retired, if it needs archiving or ready for destruction.
•  Receive mails and ensure that all mails addressed to OHU Manila are dated, recorded, sorted.
•  Perform any other duties as may be assigned.

Education

•  University degree in Business Administration or health sciences from an accredited academic institution; or,
•  Completed High School degree from an accredited academic institution, with (2) two years of relevant professional experience.

Experience

•  Previous work experience in an international organization will be an advantage.
•  Experience in medical administration or occupational health is highly desirable.
•  Must have a work permit, be a local national or resident of the Philippines.
•  Effectively applies Knowledge of medical terminology, knowledge of health issues in execution of responsibilities at appropriate level.
•  Effectively applies knowledge of relevant Human Resources theories and practices and recognizes their application within existing IOM processes.
•  High level of computer literacy (Word, Excel, Access, Outlook); experience with HR IT systems and application an advantage
•  Maintains confidentiality and discretion in appropriate areas of work.

Languages

For this position, fluency in English is required. Knowledge of a second official UN language is desirable.

Values

Inclusion & respect for diversity

•  Shows respect and sensitivity towards gender, culture, ethnicity, religion, sexual orientation, political conviction and other differences.
•  Encourages the inclusion of all team members and stakeholders while demonstrating the ability to work constructively with people with different backgrounds and orientations.
•  Promotes the benefits of diversity; values diverse points of view and demonstrate this in daily work and decision making.
•  Challenges prejudice, biases and intolerance in the workplace.

Integrity & transparency

•  Upholds and promotes the Standards of Conduct and Unified Staff Regulations and Rules.
•  Delivers on commitments; manages the organization’s resources reliably and sustainably.
•  Embraces and encourages transparency, balancing this with the need for discretion and confidentiality as appropriate.
•  Maintains impartiality and takes prompt action in cases of unprofessional or unethical behaviour.
•  Does not abuse one’s position and acts without consideration of personal gain. Is motivated by professional rather than personal concerns.

Professionalism

•  Demonstrates professional competence and mastery of subject matter and willingness to improve knowledge and skills.
•  Seeks to raise professional standards in self and others through daily work and activities.
•  Adapts quickly to change and is decisive and versatile in face of uncertainty.
•  Shows self-control and persistence when faced with difficult problems, and remains calm in stressful situations.
•  Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.

Core Competencies

Accountability

•  Accepts personal responsibility for quality and timeliness of work.
•  Takes ownership of all responsibilities within own role and honours commitments to others and to the Organization.
•  Operates in compliance with organizational regulations and rules.
•  Accepts and gives constructive criticism; acknowledges and corrects mistakes and apply lessons learned for improvement.

Communication

•  Presents information using language and sequence of ideas that is easy for recipients to understand.
•  Adapts communication to the recipient’s needs, asks questions to clarify, and exhibits interest in having two-way communication.
•  Encourages others to share their views, using active listening to demonstrate openness and to build understanding of different perspectives.
•  Listens carefully and genuinely to the views and positions of others; acts on received information.

Managing and sharing knowledge

•  Keeps abreast of new developments in own field of competence and creates opportunities for knowledge management initiatives.
•  Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.
•  Puts new learning into practice and draws on diverse sources of ideas and inspiration.
•  Contributes to the identification of improvements to work processes and assists in implementing them.

Teamwork

•  Establishes strong relationships with colleagues and partners; relates well to people at all levels.
•  Is fully aware of the team purpose, respects and understands individual and collective responsibilities.
•  Willingly puts in extra effort without being asked and adopts a “hands-on” approach whenever necessary to achieve team objectives.
•  Coordinates own work with that of the team to meet agreed priorities and deadlines.

Delivering results

•  Produces quality results and provides quality services to clients.
•  Meets goals and timelines for delivery of products or services.
•  Manages time and resources efficiently, monitoring progress and making adjustments as necessary.
•  Shows understanding of own role and responsibilities in relation to expected results.

How to apply

Interested applicants may send their applications to hrmanila@iom.int no later than 14 June 2023. VN Number and Position Title (DR 023-024/2023 – Administrative Assistant) should be specified in the SUBJECT field.

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.