Migration Health Administrative Assistant

Job Posting Organization:
The International Organization for Migration (IOM) is a leading intergovernmental organization that provides services and advice concerning migration to governments and migrants alike. Established in 1951, IOM has grown to include 173 member states and operates in over 100 countries worldwide. The organization is dedicated to promoting humane and orderly migration for the benefit of all, with a mission to ensure that migration is safe, orderly, and dignified. IOM's work encompasses a wide range of migration-related issues, including health, humanitarian assistance, and development, making it a critical player in the global migration landscape.

Job Overview:
The Migration Health Administrative Assistant will play a vital role in supporting the administrative and logistical functions of the Migration Health Division (MHD) under the supervision of the Chief of Mission and the Migration Health Officer. This position is essential for ensuring that the division operates smoothly and efficiently, adhering to IOM's standards and donor requirements. The successful candidate will be responsible for managing financial resources, preparing purchase requests, and assisting in the implementation of outreach health activities. This role requires a proactive approach to administrative tasks, ensuring that all processes are documented accurately and that data protection standards are maintained. The assistant will also be involved in compiling medical case reports and maintaining case files, which are crucial for tracking the assistance provided to vulnerable migrants.

Duties and Responsibilities:

• Support the Migration Health Division in the administrative and logistics aspects of project implementation, ensuring compliance with IOM’s standards and procedures, as well as donor requirements.
• Assist in managing financial resources by tracking assets, reserves, medications stock, supplies, etc., in accordance with IOM rules and regulations.
• Prepare purchase requests and support the submission of financial documents related to direct assistance to vulnerable migrants and the management of the medical team’s petty cash used for medical referrals on the Online Invoice Payable App (OIPA).
• Assist in the implementation of outreach health activities, including organizing events and managing logistics.
• Compile medical case reports and maintain case files for each beneficiary assisted, preparing statistical reports as requested while adhering to IOM data protection standards.
• Ensure timely dispatching and sharing of Excel sheets containing appointment schedules with the medical team.
• Verify data accuracy and distribute appointment lists to the appropriate personnel.
• Keep staff members informed of data distribution updates and maintain up-to-date lists.
• Liaise with other teams to receive referrals and task lists, contributing to seamless collaboration. 1
• Support in contacting beneficiaries for appointments. 1
• Perform other duties as assigned by supervisors.

Required Qualifications:
The ideal candidate should possess a Bachelor’s degree in business management or related fields from an accredited academic institution, along with a minimum of two years of proven professional experience in roles such as Medical Admin Assistant, Medical Secretary, or Medical Claim Reviewer. Alternatively, candidates with a High School diploma from an accredited academic institution and a minimum of four years of relevant professional experience will also be considered. Candidates must demonstrate a strong understanding of medical office management systems and procedures, as well as proficiency in Microsoft Suite, particularly Excel. Experience working with international humanitarian organizations or governmental institutions in a multicultural context is highly advantageous. A good understanding of medical terminologies and migration issues, particularly the rights and protection of migrants, is also beneficial.

Educational Background:
Candidates are required to have a Bachelor’s degree in business management or related fields from an accredited academic institution. Alternatively, a High School diploma from an accredited academic institution is acceptable if accompanied by a minimum of four years of relevant professional experience. This educational background ensures that the candidate has the necessary theoretical knowledge and practical skills to perform effectively in the role.

Experience:
Candidates should have a minimum of two years of proven professional experience in administrative roles related to medical assistance, such as Medical Admin Assistant, Medical Secretary, or Medical Claim Reviewer. Those with a High School diploma must have at least four years of relevant experience. Experience in medical office management systems and procedures, as well as familiarity with Microsoft Suite, particularly Excel, is essential. Previous work experience with international humanitarian organizations or governmental institutions in a multicultural context is considered an advantage, as is a good understanding of medical terminologies and migration issues.

Languages:
While the job description does not specify mandatory languages, proficiency in English and French is typically advantageous in international organizations like IOM. Knowledge of Arabic may also be beneficial given the location in Tunisia and the context of the work with migrants.

Additional Notes:
This position is likely to be full-time, although specific details regarding contract duration, seniority level, and compensation are not provided in the job description. The role involves working in a multicultural environment and may require collaboration with various teams and stakeholders. Candidates should be prepared for a dynamic work environment that demands flexibility and adaptability.