Administrative Assistant

Job Posting Organization:
The International Organization for Migration (IOM) is an 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 offices in over 100 countries. The organization aims to promote humane and orderly migration for the benefit of all, focusing on the needs of migrants and the communities they live in. IOM's mission includes providing humanitarian assistance, supporting migration management, and fostering international cooperation on migration issues.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the Migration Health Assessment Centre (MHAC) in Amman, Jordan. This position involves a variety of administrative tasks aimed at ensuring the smooth operation of the clinic. The successful candidate will be responsible for coordinating internal office procedures, maintaining systematic e-archiving systems for medical files, and liaising with embassies regarding the processing status of immigrants. The role requires a proactive approach to improve internal control mechanisms and streamline administrative processes. The Administrative Assistant will also be involved in managing staff contracts, attendance records, and procurement of necessary supplies, ensuring that the MHAC operates efficiently and effectively.

Duties and Responsibilities:

• Coordinate and ensure the smooth running of various internal office administrative support procedures, including document tracking, filing, and archiving systems for medical files and blood test results.
• Maintain a systematic e-archiving system for medical files and follow-ups.
• Prepare mail-out lists for embassies and liaise with them regarding the processing status of immigrants.
• Set up and maintain an orderly storage system for medical documents, including chest X-rays and informed consent forms.
• Photocopy and scan medical documents as necessary.
• Provide feedback on staff allocation within the MHAC.
• Implement improvements to strengthen internal control mechanisms and adapt procedures to enhance efficiency.
• Receive completed medical deferrals and other documents, update the database, and forward them to the migration health physician.
• Coordinate with the Resource Management Officer on staff contracts, attendance records, and medical monitoring. 1
• Act as the main liaison between MHD and procurement, finance, and HR units. 1
• Maintain inventory and organize timely procurement of supplies for the MHAC. 1
• Coordinate the acquisition and maintenance of the MHAC facility. 1
• Administer petty cash and submit reports to the supervisor. 1
• Ensure correctness of travel authorizations and advise on allowances for staff on duty travel. 1
• Participate in budget monitoring and financial reporting, collecting relevant statistics for analysis. 1
• Perform other duties as assigned.

Required Qualifications:

• Bachelor’s degree in Administration Management, Medical Administration, or a related field from an accredited institution with at least three years of relevant working experience, or a Secondary School Diploma with at least five years of relevant working experience.
• Knowledge and experience in administration, procurement, or accounting.
• Experience working with refugees or migrants in a medical setting is an advantage.
• Previous experience with NGOs or international organizations is preferred.
• Demonstrated accuracy in handling and reporting data is essential.

Educational Background:
Candidates must possess a Bachelor’s degree in Administration Management, Medical Administration, or a related field from an accredited academic institution. Alternatively, a Secondary School Diploma with significant relevant work experience is acceptable. Accredited universities are those listed in the UNESCO World Higher Education Database, ensuring that candidates have received a recognized education that meets international standards.

Experience:
The position requires at least three years of relevant working experience for candidates with a Bachelor’s degree, or five years for those with a Secondary School Diploma. Experience in administration, procurement, or accounting is essential, and familiarity with working in a medical setting, particularly with refugees or migrants, is highly advantageous. Previous experience with NGOs or international organizations will be considered a plus, as it demonstrates the candidate's ability to navigate complex environments and understand the unique challenges faced in humanitarian contexts.

Languages:
Fluency in English, both oral and written, is mandatory for all applicants. IOM's official languages include English, French, and Spanish. Proficiency in these languages will be evaluated during the selection process, which may include written and/or oral assessments to ensure candidates can effectively communicate in a multilingual environment.

Additional Notes:
The position is subject to local recruitment, meaning only candidates holding a valid residence and work permit for Jordan will be considered. The appointment will be contingent upon certification of medical fitness, verification of residency, and necessary government authorizations. IOM has a zero-tolerance policy regarding conduct incompatible with its objectives, including discrimination and harassment. The organization does not charge any fees during the recruitment process and only accepts applications submitted through its online recruitment system. Candidates are encouraged to visit the IOM Careers website for further information and job postings.