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Sunday, 17 December 2017

Medical Administrative Assistant

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:  Medical Administrative Assistant

Organizational Unit:  Migration Health Department

Duty Station:  IOM Kigali, Rwanda

Classification:  General Service Staff, Grade G4 (UN salary Scale for GS Staff)

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 purpose of the vacancy, internal candidates are considered as first-tier candidates.


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 Senior Nurse the incumbent will be responsible and accountable for all administrative tasks in IOM medical department S/he will also be the liaison of medical department and other departments in IOM Rwanda.

Core Functions / Responsibilities:

  • Assist in filing and managing Migration Health Department (MHD) library and ensuring documents are filed in systematic order with ease for retrieval.
  • Prepare correspondence to respond to enquiries in respect to relevant matters of the MHAC.
  • Assist the Head of MHAC administratively in establishing, regulating and maintaining health assessment activities at the MHAC Rwanda
  • Serve as the focal point for IOM Rwanda Medical Department for procurement and stock requisition of office supplies and equipment as well as maintaining inventory of the same.
  • Coordinate MHAC refurbishment, regular maintenance and security-related issues with other relevant units in the mission.
  • Serve as a custodian of all Medical related agreements/service contracts in coordination with procurement unit.
  • Assist in preparing Purchase requisition forms, payment summaries and payment requests for medical service provider invoices in close coordination with the senior nurse before approval by Head of MHAC.
  • Liaise with finance unit on payments of various medical service provider invoices.
  • In co-ordination with the finance unit ensure correct allocation of budget lines (WBS) to all medical related expenses, participate in budget making process by collecting relevant statistics required for such a process as well assist in budget/financial monitoring.
  • Assist the Senior Nurse in preparation of Canadian Warrant cost sheets related to health assessments of Canada-bound migrants from Rwanda for timely submission to Operations Department and inclusion on their Canadian warrants
  • In coordination with HR receive and distribute staff contracts, time sheets, and other relevant communications as well as assist in tracking of annual leave (AL) planning in Medical Department, and update the data base of ALs and Duty Travels (TDYs)
  • In coordination with the Senior Nurse and the operations unit assist in logistical preparations and execution for transportation of migrants to and from MHAC.
  • Coordinate with the transport unit of the mission for transportation needs of MHD staff
  • Assist with the coordination of medical staff travel within the country and out of the country.
  • In coordination with the Mission’s office assistant assist with facilitation of accommodation, airport pick up, Entry VISA follow ups for MHD staff on TDY in Rwanda.
  • Perform any other related duties as assigned by the Head of MHAC in Rwanda

Required Qualifications and Experience

  • University degree in Administration Management, finance, Social Sciences or a related field from an accredited academic institution, with two years of relevant professional experience in relevant finance/administration preferably from an international organisation; or
  • Completed High School certificate/diploma from an accredited academic institution, with four years of relevant professional 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


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

Required Competencies

  • 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.
  • Technological Awareness - displays awareness of relevant technological solutions; 

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 regards 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 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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