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 over 173 member states and offices in more than 100 countries. The organization aims to promote humane and orderly migration for the benefit of all, focusing on the well-being of migrants and their communities. IOM's mission includes providing humanitarian assistance, supporting governments in managing migration, and addressing the challenges and opportunities of migration in a globalized world.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the Migration Health Assessment Centre (MHAC) in Amman, Jordan. This position is vital for ensuring the smooth operation of administrative duties within the clinic. The successful candidate will be responsible for maintaining various internal office administrative support procedures, including document tracking, filing, archiving, and monthly reporting. The role requires a proactive approach to managing the e-archiving system for medical files and ensuring that all documentation is organized and accessible. The Administrative Assistant will also liaise with embassies regarding the processing status of immigrants and manage the dispatch of necessary documents. This position demands a high level of organization and attention to detail, as the assistant will be responsible for maintaining an orderly storage system for medical documents and ensuring that all administrative tasks are completed efficiently and accurately.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include but are not limited to: maintaining internal office administrative support procedures such as document tracking, filing, and archiving; assisting in the management of the e-archiving system for medical files; preparing mail out lists for embassies and liaising with them regarding processing statuses; setting up and maintaining storage systems for medical documents; photocopying and scanning medical documents as needed; suggesting improvements for internal control mechanisms; receiving completed medical deferrals and updating the database; providing feedback on staff allocation; maintaining inventory and organizing procurement of supplies; coordinating facility maintenance; administering petty cash and submitting reports; ensuring reconciliation of service fees and bank statements; and performing other duties as assigned.

Required Qualifications:
Candidates must possess a Bachelor’s degree in Administration Management, Medical Administration, or a related field from an accredited institution, along with at least two years of relevant working experience. Alternatively, candidates with a Secondary School Diploma and at least four years of relevant working experience will also be considered. Knowledge and experience in administration, procurement, or accounting are essential, and experience working with refugees or migrants in a medical setting is an advantage. Previous experience with NGOs or international organizations is also beneficial. Candidates should demonstrate accuracy in handling and reporting data, as well as possess strong organizational and communication skills.

Educational Background:
The educational background required for this position includes 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. The educational qualifications should equip the candidate with the necessary skills and knowledge to perform the administrative functions effectively within the Migration Health Assessment Centre.

Experience:
The position requires candidates to have a minimum of two years of relevant working experience if they hold a Bachelor’s degree, or at least four years of relevant experience if they have 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 considered an advantage. Previous experience with NGOs or international organizations will also be beneficial, as it demonstrates the candidate's ability to navigate complex organizational structures and processes.

Languages:
Proficiency in English is mandatory for all external applicants in the Professional category. Additionally, candidates must have at least a working knowledge of one additional UN language, which may include Arabic, Chinese, French, Russian, or Spanish. Fluency in both English and the local language is required, encompassing both oral and written communication skills. This linguistic capability is crucial for effective communication within the diverse environment of the Migration Health Assessment Centre.

Additional Notes:
The position is full-time and is based in Amman, Jordan. The role may involve working with a diverse population, including refugees and migrants, and requires a commitment to the values of inclusion, integrity, professionalism, courage, and empathy as outlined by the IOM. The successful candidate will be expected to demonstrate core competencies such as teamwork, delivering results, managing and sharing knowledge, accountability, and effective communication. The organization may offer competitive compensation and benefits, although specific details regarding salary and contract duration are not provided in the job description.