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Sunday, 17 December 2017

Receptionist


Posted By on Sunday, December 17, 2017

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners.

With 165 member states, a further 8 states holding observer status and offices in over 100 countries, IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM works to help ensure the orderly and humane management of migration, to promote international cooperation on migration issues, to assist in the search for practical solutions to migration problems and to provide humanitarian assistance to migrants in need, including refugees and internally displaced people.

The IOM Constitution recognizes the link between migration and economic, social and cultural development, as well as to the right of freedom of movement.


Open to Internal and External Candidates


Position Title: Receptionist

Organizational Unit:  Migration Health Department

Duty Station:  IOM Kigali, Rwanda

Type of Appointment     : Special fixed term, nine (9) months with possibility of extension

Estimated Start Date     : As soon as possible

Closing Date                         : December 28, 2017

Reference Code                    : VN2017/08 - RW


Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to a diverse and inclusive environment. Applications from qualified female candidates are especially encouraged. Internal and external candidates are eligible to apply to this vacancy. For the vacancy, internal candidates are considered as first-tier candidates.

Context:

Under the overall supervision of the Chief of Mission and under the direct supervision of the Head of Migration Health Assessment Centre (MHAC)/ Migration Health Physician Officer as well as coordination with the Medical Administrative Assistant the incumbent will perform clerical and office reception tasks in support of Migration Health Assessment Centre (MHAC) daily operations.

Core Functions / Responsibilities:

  • Receive, Register and distribute all correspondence/mail coming in and out of the Migration Health Assessment Centre (MHAC);
  • Operate the switchboard, welcome/help visitors to MHAC and usher them as required;
  • Issuing and recording reference numbers of all correspondence from MHAC;
  • Ensure office cleanliness by coordinating the work of cleaners at Migration Health Assessment Centre (MHAC);
  • Ensure clinical waste disposal is properly handled;
  • Report on the stock status of office supplies and assist in the stock replenishment in due time;
  • Maintaining the organization of paper, documents and doing photocopying and duplicating services as requested;
  • Ensure that only authorized persons can enter the building;
  • Supporting office hospitality in the presence of guests by ensuring that tea, water and refreshments are served and provided at official meetings as requested;
  • Perform any other related duties as assigned by the supervisor.

Required Qualifications and Experience Education

  • Diploma in Completed High School certificate/diploma from an accredited academic institution in Secretarial Studies, Office Management or its equivalent with three (3) years of relevant professional experience

Experience

  • Demonstrated proficiency with Microsoft Office applications, including Excel, PowerPoint, word as well as good knowledge working with databases and online applications
  • Mature individual, able to work independently, effectively and harmoniously with colleagues from varied cultures and professional backgrounds at all levels.
  • Tolerant individual with ability to work with people from different background and with flexibility and able to work on overtime, when requested
  • Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities.
  • Previous working experience with NGOs, international organizations, health institution or a busy finance/administration office would be a distinct advantage

Languages

  • Fluency in English and Kinyarwanda is required. Knowledge of French and Swahili is an added advantage


Required Competencies
Behavioural

  • Accountability – takes responsibility for action and manages constructive criticisms
  • Client Orientation – works effectively well with client and stakeholders
  • Continuous Learning – promotes continuous learning for self and others
  • Communication – listens and communicates clearly, adapting delivery to the audience
  • Creativity and Initiative – actively seeks new ways of improving programmes or services
  • Leadership and Negotiation – develops effective partnerships with internal and external stakeholders;
  • Performance Management – identify ways and implement actions to improve performance of self and others.
  • Planning and Organizing - plans work, anticipates risks, and sets goals within area of responsibility;
  • Professionalism - displays mastery of subject matter
  • Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation.

Other

Appointment will be subject to certification by the Organization’s (IOM’s) Medical Officer, based on medical examination(s), that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the Government of Rwanda, where applicable.

This application is open to all Rwandese citizen and any other foreign national as long as such an applicant has a right of residence and right to work in Rwanda at the time of application (IOM

will not be responsible in securing such Visas or authorisations from the Government of Rwanda, any applicant of foreign nationality must provide authentic certification from Government of Rwanda in regard to right of residency and right to work in Rwanda at the time of application).

How to apply:

Interested candidates are invited to submit their applications to iomrwandarecruitment@iom.int by December 28, 2017 at the latest, referring to this advertisement.

The subject of your e-mail MUST indicate the Position title and reference code.

In order for an application to be considered valid, IOM will only accept applications which should include a cover letter (not more than one page) and résumé (CV) highlighting the required education and experience

Only shortlisted candidates will be contacted.

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