VN 073/2022
Administrative Assistant (Teleradiology)
Manila (Global) Administrative Centre (MAC)
Philippines
Open to Internal and External Candidates
Job classification : General Staff
Grade : G-5
Duty station : Manila (Global) Administrative Centre (MAC)
Type of Appointment : Fixed term, one year with possibility of extension
Closing date : 20 Apr 2023
Duration of Assignment : One Year with possibility of extension
Salary : Php 638,273.00 per annum net of taxes
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 overall supervision of the Senior Global Radiology Coordinator, MAC Philippines and the direct supervision of the Senior Teleradiology Administrative Assistant; and in collaboration with relevant international radiology staff and the technical staff, the successful candidate will be responsible and accountable for assisting and providing the efficient administrative support to the Global Teleradiology and QC Centre, Manila (Global) Administrative Centre, Manila, Philippines.
Core Functions / Responsibilities
- Facilitate the timely and efficient completion of the administrative work of the Teleradiology Center in terms of procurement, human resources, or any other related matter and coordinate with respective units for the different activities, and perform housekeeping activities.
- Actively participate in various radiology related reports, data analyses and surveys. And assist in compilation of the monthly, quarterly, and yearly Teleradiology activity reports, in coordination with the respective colleagues, and assist in editing other material produced by the Center.
- Prepare the monthly invoices for billing non-IOM clinics for the Teleradiology service and the request for payment for the Teleradiology consultant radiologists, based on the summary caseload prepared by the Teleradiology data reporting and coordinate with the appropriate units and the clinics, and follow up to ensure timely billing and payments.
- Assist the documentation of resources and updating the information in the Teleradiology web-page keeping the records up to date and uploading current events and activities, guidelines, SOPs, manuals and other information related to the radiology services, in coordination with the respective colleagues in the Center and colleague in the field operations.
- Keep records and track expiry dates of the Teleradiology Center documents including contracts, Teleradiology service agreements, professional license, invoices, receipts, purchase requests and timely notify the respective bodies, and ensure timely renewal.
- Provide the necessary assistance to new staff providing the needed items and orientation including account creation, the necessary office equipment, and arranging security trainings.
- Coordinate the logistic arrangements for the Center events such radiology training workshops, staff travel, preparations for the meetings and high-level visitors, and yearly team building activities and social events of the Center as needed, in coordination with the respective units and staff in the Center.
- Coordinate with IOM country operations globally, the Teleradiology technical support team for different administrative matters as needed.
- Assist the Teleradiology workflow when needed, such as checking the bio-data on the Chest X-Rays, uploading the Chest x-rays to eMedical system, coordinate with focal persons in the country operation, the radiologists when the cases are ready for submission, and producing the daily start summary and communication the field missions.
- Provide support during weekends, holidays or outside working hours as well as “stand-by” focal on a rotation basis as needed.
- Perform such other duties as may be assigned.
Education
- University Bachelor’s degree in Business Administration, Finance, Accounting, Social Science, Communication, or any other related field from an accredited academic institution, with (3) three years of relevant professional experience preferably in administrative capacity; or,
- Completed High School degree from an accredited academic institution, with (5) five years of relevant professional experience.
Experience
- Work experience in handling administrative and financial matters, as well as communication, tracking and keeping records of projects, and writing reports .
- Experience in the usage of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis;
- Experience and understanding of IOM Teleradiology workflow an advantage.
- Previous work experience in an international organizations and companies an advantage.
- Good verbal and written communication, attention to detail, and interpersonal skills.
- Excellent knowledge and skill in using Microsoft package and other software and technologies.
- Problem-solving and critical thinking skills an advantage.
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.
How to apply
Interested candidates are invited to submit their applications online clicking on the below Apply button and completing the profile registration.”,
Other
Interested applicants may send their applications to hrmanila@iom.int no later than 20 April 2023. VN Number and Position Title (VN 073/2022 – Administrative Assistant (Teleradiology)) 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.
