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 become a leading organization in the field of migration, with a mission to promote humane and orderly migration for the benefit of all. IOM operates in over 150 countries, employing thousands of staff members dedicated to addressing the challenges of migration and supporting the needs of migrants. The organization focuses on various aspects of migration, including health assessments, refugee resettlement, and migration policy development.

Job Overview:
The Administrative Assistant plays a crucial role in supporting the Migration Health Assessment Clinic (MHAC) by ensuring the smooth execution of administrative tasks. This position involves coordinating various internal office procedures, including document tracking, filing, and maintaining an efficient archiving system for medical files and test results. The Administrative Assistant will also be responsible for preparing mail lists for embassies, liaising with them regarding the processing status of immigrants, and managing the storage of medical documents. The role requires a proactive approach to implementing improvements in internal control mechanisms and adapting procedures to enhance operational efficiency. Additionally, the Administrative Assistant will work closely with the Resource Management Officer (RMO) to manage staff contracts, attendance records, and procurement processes, ensuring that the MHAC operates effectively and efficiently.

Duties and Responsibilities:

• Support the MHAC in administrative duties, ensuring smooth operations.
• Coordinate internal office procedures such as document tracking, filing, and archiving medical files and test results.
• Prepare mail lists for embassies and liaise with them regarding immigrant processing statuses.
• Maintain an orderly storage system for medical documents, including chest X-rays and informed consent forms.
• Photocopy and scan medical documents as required.
• Provide feedback on staff allocation within the MHAC.
• Implement improvements to internal control mechanisms and adapt procedures for efficiency.
• Receive completed medical documents and update the database for physician clearance.
• Coordinate with the RMO on staff contracts, attendance records, and medical monitoring. 1
• Act as a liaison between MHD and procurement, finance, and HR units. 1
• Maintain inventory and organize procurement of supplies and equipment for the MHAC. 1
• Oversee 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 duty travel. 1
• Participate in budget monitoring and financial reporting. 1
• Collect statistics and provide analysis" style="border-bottom: 1px dotted #007bff !important;">financial analysis as needed. 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 experience.
• Alternatively, a Secondary School Diploma with at least five years of relevant working experience.
• Knowledge and experience in administration, procurement, or accounting are essential.
• Experience working with refugees or migrants in a medical setting is advantageous.
• Previous experience with NGOs or international organizations is a plus.

Educational Background:
Candidates must possess a Bachelor’s degree in Administration Management, Medical Administration, or a related field from an accredited academic institution. Accredited universities are those listed in the UNESCO World Higher Education Database. Alternatively, candidates with a Secondary School Diploma and significant relevant experience (at least five years) may also be considered.

Experience:
The position requires a minimum of three years of relevant working experience for candidates with a Bachelor’s degree. For those with a Secondary School Diploma, at least five years of relevant experience is necessary. Experience in administration, procurement, or accounting is crucial, and familiarity with working in a medical setting involving refugees or migrants is highly regarded. Previous experience with NGOs or international organizations will be considered an advantage.

Languages:
Fluency in English and Sinhalese or Tamil is required for this position. Proficiency in all three languages (English, Sinhalese, and Tamil) is advantageous. IOM’s official languages include English, French, and Spanish, and proficiency in these languages may be evaluated during the selection process, which could involve written and/or oral assessments.

Additional Notes:
The position is subject to local recruitment, and only candidates holding a valid residence and work permit for Sri Lanka 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 aims, 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. Recommended candidates may remain eligible for similar positions for 24 months.