Administrative Assistant (Teleradiology) at International Organization for Migration (IOM)

Core Functions / Responsibilities:

In particular he/she will:

• Facilitate the timely and efficient completion of the administrative work of the Teleradiology Center in terms of procurement, human resources, or any other related matter and coordinate with respective units for the different activities, and perform housekeeping activities,
• Actively participate in various radiology related reports, data analyses and surveys. And assist in compilation of the monthly, quarterly, and yearly Teleradiology activity reports, in coordination with the respective colleagues, and assist in editing other material produced by the Center.
• Prepare the monthly invoices for billing non-IOM clinics for the Teleradiology service and the request for payment for the Teleradiology consultant radiologists, based on the summary caseload prepared by the Teleradiology data reporting and coordinate with the appropriate units and the clinics, and follow up to ensure timely billing and payments.
• Assist the documentation of resources and updating the information in the Teleradiology web-page keeping the records up to date and uploading current events and activities, guidelines, SOPs, manuals and other information related to the radiology services, in coordination with the respective colleagues in the Center and colleague in the field operations.
• Keep records and track expiry dates of the Teleradiology Center documents including contracts, Teleradiology service agreements, professional license, invoices, receipts, purchase requests and timely notify the respective bodies, and ensure timely renewal.
• Provide the necessary assistance to new staff providing the needed items and orientation including account creation, the necessary office equipment, and arranging security trainings.
• Coordinate the logistic arrangements for the Center events such radiology training workshops, staff travel, preparations for the meetings and high-level visitors, and yearly team building activities and social events of the Center as needed, in coordination with the respective units and staff in the Center.
• Coordinate with IOM country operations globally, the Teleradiology technical support team for different administrative matters as needed.
• Assist the Teleradiology workflow when needed, such as checking the bio-data on the Chest X-Rays, uploading the Chest x-rays to eMedical system, coordinate with focal persons in the country operation, the radiologists when the cases are ready for submission, and producing the daily start summary and communication the field missions.
• Provide support during weekends, holidays or outside working hours as well as “stand-by” focal on a rotation basis as needed.
• Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• University degree in Business Administration, Social Science, Communication, or any other related field from an accredited academic institution, with three years of relevant professional experience preferably in administrative capacity or;
• Completed High School degree from an accredited academic institution, with five years of relevant professional experience.

Experience

• Good knowledge of information technology and proficiency in Microsoft Office applications especially Excel.
• Experience and understanding of teleradiology an advantage.
• Previous work experience in an international organizations and companies an advantage.

Skills

• Comprehensive computer skills in Microsoft Office, especially Excel.
• Advanced computer knowledge an advantage.

Languages

Fluency in both written and spoken English and Kiswahili is required. Knowledge of French is an advantage.

Required Competencies

The incumbent is expected to demonstrate the following values and competencies:

Values - all IOM staff members must abide by and demonstrate these three values:

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies – behavioural indicators level 1

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Other

• Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation. Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.

How to apply

Indicate the Position Title & Vacancy Notice Number on the e-mail subject (Administrative Assistant (Teleradiology)- IOMRONBO/VN/055/2023), attach cover letter and CV with telephone and e-mail contacts including 3 Referees (Supervisors) to: IOM, RO Human Resources Department, via e-mail to ronairobihrdrec@iom.int