Administrative Assistant (Occupational Health Unit), Geneva, Switzerland

Position Title:Administrative Assistant

(Occupational Health Unit)

Duty Station: Geneva, Switzerland

Classification:Employee, Grade G5

Type of Appointment:Fixed term, one year with possibility of extension

Estimated Start Date: As soon as possible

Closing Date : August 07, 2013

Reference Code : VN2013/06(E)-EXT

Context:

Under the overall supervision of the Head of the Occupational Health Unit (OHU), the successful candidate will be responsible for all the administrative medical support functions of the OHU in Geneva.

Core Functions / Responsibilities:

1. Organize all mandatory medical examinations for Headquarters (HQs) employees (pre- employment, periodic, exit and drivers annual exams). Check that all medical files arecomplete prior to presenting to the Medical Officer (MO). Review and ensure that the

OHU Medical Officer's conclusion on fitness to work and insurance admission is relayed to HRM (Human Resource Management). Ensure that all vaccination requirements are carried out in a timely manner.

2. Carry out entry for electronic filing of all events occurring in a file’s life (Entry, medical exams, accidents, periodic exams, transfers, exit, vaccinations, follow up, etc.). Draw periodic reports for due exams (PMEs / Drivers / Vaccinations / Follow up). Draw statistical reports at year end for DG (Director General) report and department statistics.

3. Maintain and organize paper filing and archive old files in a timely manner.

4. Coordinate, follow up and liaise with HRM on all requests for absence for medical reasons; collect from Health and Insurance Medical (HIM) Admin Centers the prolonged sick leave and follow up tables of their population. Follow up on Officials and employees in Geneva long-term absences for medical reasons (request reports) and inform HRM of the expected duration of leave. Coordinate and follow up on accident files.

5. Inform the insurance company of all cases with an exclusion of coverage, all cases benefitting from a Condition After Cessation of Participation, High Cost Cases and Long term Sick Leave. Make sure that all invalidity/ disability benefit request to the Insurance, the MAI (Malicious Act Insurance) to the UNJSPF (United Nations Joint Staff Pension Fund) are sent in a timely manner. Follow up and retrieve reports prior to potential submission. Keep track of all prior approvals given by OHU MO.

6. Responsible for uploading of documents and maintaining the department’s intranet.

7. Coordinate, proofread and texts relating to Policies, information campaigns, General Instructions. Design, create and modify computerized versions of all the OHU /HIM papers (forms, brochures). Keep track for the MO and the Insurance Officer of all IOM and Hospitals Agreements periods and remind them of renewal dates.

8. Responsible for the general OHU pharmacy stocks, including the Pandemic preparedness stockpile in Headquarters. Liaise with pharmacies for the ordering of medical supplies; ensure medical stock is complete and that the medicines are not outdated; prepare and distribute travel medical kits to travelers; supply staff members and/or field missions with medical kits on request, particularly in emergency situations; deal with minor ailments. Assist mission by providing medication or financial support, upon request, in case of outbreaks or pandemics.

9.Undertake official / unofficial briefing sessions for new staff on the administrative aspects of OHU work. Participate in official training sessions and induction sessions for (administrative officers, chiefs of mission, etc.).

10. Carry out general office duties (appointments, meetings, telephone) and maintenance of efficient filing system (electronic and paper; organize duty travel for the Head of OHU, ensure liaison during TDY, type and distribute reports, and follow up results. Ensure that the Unit functions in the absence of the Head of OHU, and that all urgent issues are dealt with immediately. Coordinate with the OHU and HIMs quarterly leave plan.

11. Prepare budgets as necessary, follow up and control. Prepare and sign off on invoices, issue payment requests, issue requests for refunded of medical costs.

12. Perform such other duties as may be assigned.

Required Competencies

Behavioural

a) takes responsibility and manages constructive criticism;

b) works effectively with all clients and stakeholders;

c) promotes continuous learning; communicates clearly;

d) takes initiative and drives high levels of performance management;

e) plans work, anticipates risks, and sets goals within area of responsibility;

f) displays mastery of subject matter;

g) contributes to a collegial team environment;

h) incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation;

i)displays awareness of relevant technological solutions;

j) works with internal and external stakeholders to meet resource needs of IOM.

Technical

a)

effectively applies knowledge of health issues in execution of responsibilities at

appropriate level; b) maintains confidentiality and discretion in appropriate areas of work.

Required Qualifications and Experience

a)completed university degree from an accredited academic institution preferably in the

field of Nursing, Applied Sciences or related field;

b) five years’ experience in administrative related functions; c) experience working in an international organization;

d) experience in SAP systems and applications;e) experience in the use of data collection and statistical tables.

Languages

Fluency in English and French is required.

Working knowledge of other languages an advantage

How to apply:

Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitment system, by August 07, 2013 at the latest, referring to this advertisement.

For further information, please refer to:

http://www.iom.int/cms/en/sites/iom/home/about-iom-1/recruitment/how-to-apply.html

In order for an application to be considered valid, IOM only accepts online profiles duly filled in and submitted with a cover letter not more than one page specifying the motivation for applications.

Only shortlisted candidates will be contacted. You can track the progress of your application in your personal application page in the IOM e-recruitment system.