Administrative Assistant

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization established in 1951, dedicated to promoting humane and orderly migration for the benefit of all. With a mission to ensure the orderly and humane management of migration, IOM operates in over 150 countries and has more than 10,000 employees worldwide. The organization focuses on various aspects of migration, including health, humanitarian assistance, and development, and works closely with governments, civil society, and other stakeholders to address migration challenges.

Job Overview:
The Administrative Assistant will play a crucial role in the Occupational Health Unit (OHU) in Manila, providing essential support in managing sick leaves for field staff and professionals. This position requires a high level of organization and attention to detail, as the successful candidate will be responsible for validating sick leave requests, coordinating with HR, and maintaining medical records. The role also involves data gathering and preparing statistics related to sick leaves, ensuring compliance with medical confidentiality standards. The Administrative Assistant will work under the direct supervision of the OHU Senior Administrative Officer and collaborate with various stakeholders to ensure efficient operations within the unit.

Duties and Responsibilities:

• Process all sick leaves for staff within the OHU MAC population, ensuring timely validation and documentation in PRISM.
• Monitor and manage prolonged sick leaves, coordinating with HR and the OHU Medical Officer for necessary follow-ups and assessments.
• Maintain accurate and secure medical records, ensuring all documents are scanned and uploaded to the Occupational database.
• Generate statistical reports on sick leaves for year-end evaluations and other administrative functions.
• Provide backup support to other administrative staff to ensure continuity of workflow.
• Collaborate with cross-functional teams to share updates and provide guidance on medical procedures.
• Manage incoming mail for the OHU, ensuring proper documentation and distribution.
• Perform any other related duties as assigned by the supervisor.

Required Qualifications:
Candidates must possess a university degree in Nursing or a related field, with a minimum of three years of relevant professional experience. Alternatively, a completed high school degree with five years of relevant experience is acceptable. Certification from a nursing board is considered an advantage. Relevant experience in administrative work, particularly in medical administration, is essential, along with the ability to work with minimal supervision.

Educational Background:
A university degree in Nursing or a related field from an accredited institution is required. Accredited universities are those listed in the UNESCO World Higher Education Database. A high school diploma may be accepted if accompanied by significant relevant experience.

Experience:
The position requires relevant experience in administrative roles, particularly in medical administration. Candidates should demonstrate the ability to work independently and manage multiple tasks effectively. Experience with HR IT systems and applications is an advantage, as is familiarity with medical documentation processes.

Languages:
Fluency in English is mandatory. Knowledge of additional languages may be beneficial but is not explicitly required for this position.

Additional Notes:
The position is subject to funding confirmation and may be used to fill similar roles in various duty stations. Recommended candidates will remain eligible for appointment in similar positions for 24 months. Appointment is contingent upon medical fitness certification, security" style="border-bottom: 1px dotted #007bff !important;">security clearances, and compliance with residency or visa requirements. IOM maintains a zero-tolerance policy regarding misconduct and does not charge fees at any stage of the recruitment process. Applications must be submitted through the IOM e-Recruitment system, and late applications will not be accepted.