OPEN TO INTERNAL AND EXTERNAL APPLICANTS. Senior Administrative Assistant (Teleradiology) Migration Health Division Teleradiology Services

Transcription

1 OPEN TO INTERNAL AND EXTERNAL APPLICANTS Position Title Organizational Unit Duty Station Classification Type of Appointment Estimated Start Date Senior Administrative Assistant (Teleradiology) Migration Health Division Teleradiology Services Manila (Global) Administrative Centre General Service Staff/G-7 One-Year Fixed-Term (with possibility of extension) As soon as possible Closing Date 03 May 2018 Reference Code VN No. 029/2018 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. CONTEXT Under the direct supervision of the Global Radiology Coordinator, IOM Global Teleradiology and QC Centre, Migration Health Division, Manila (Global) Administrative Centre, Manila, Philippines, the successful candidate will be responsible for the overall administrative, logistic arrangements, information communication, administrative coordination with other units, record keeping and updating information in the Teleradiology web-page, compiling the Teleradiology Center activity reports, and specifically will be responsible to undertake the following core responsibilities. Manila (Global) Administrative Centre 28 th Floor, Citibank Tower, 8741 Paseo de Roxas Makati City. Philippines Tel: Fax: Internet:

2 CORE FUNCTIONS / RESPONSIBILITIES 1. Provide timely and efficient all administrative works and coordinate with respective units for all the different activities of the Center, perform all housekeeping activities in the Teleradiology Centre, and be the focal person for any other administrative related concerns that may arise in the Center 2. Prepare the monthly request for payment for The Teleradiology consultant radiologists, as per the radiologist caseload computed by the Teleradiology reporting assistant, and coordinate with the MHD Global Health Programme Monitoring and Administrative and Finance Support (PAF) and account payable unit of the Manila Administrative Center (MAC) for processing the timely payment. 3. Prepare the monthly invoices for billing non-iom clinics for the Teleradiology primary reading service based on the summary caseload prepared by the Teleradiology data reporting assistant and coordinate with the appropriate units for signature and, send the signed invoice to the non-iom clinics, and follow up to ensure timely billing through bank transfer. 4. Process the receipt for payment for the non-iom clinic after receiving the bank transfer note from the non-iom clinics, in coordination with the account payable unit, and send the copy to the non-iom clinics and keep the records. 5. Coordinate with procurement unit for getting of quotations for Teleradiology purchases timely, coordinate with PAF on the WBS/budget line(s) to be used for all procurements in accordance with established standard operating procedures and prepare the Purchase Request (PR) and follow up to for the timely delivery and correctness of the items. ensure timely delivery of purchases and transfer of corresponding payments before the end of the budget year. 6. Administer the Teleradiology web-page keeping the records up to date by uploading new updates, guidelines, stat and activity reports, and current events and news of the Center and the radiology service in the missions, in coordination with the respective colleagues in the Center and colleague in the field operations to gather the information, 7. Properly keep the records of the Teleradiology Center including consultant contracts, Teleradiology service agreements with non-iom clinic, professional license, invoices receipts, purchase requests and keep tracking of expiry dates of contracts and service agreements, and professional license and timely notify the respective bodies including the supervisors, human resource unit and the respective staff, and make sure of timely renewal, 8. Manage the schedules of the Teleradiology assistants and overtime works, the overall staff pipelines and annual leaves, and arranging back up for covering the daily work. Provide administrative guidance and training to the Teleradiology medical assistants staff in the unit. 9. Assist new staff in getting the needed items and orientation including in account creation, providing the necessary office equipment, and security trainings. 10. Compile the monthly, quarterly, half year and end of the year Teleradiology activity reports, in coordination with the respective staff for getting the updates and date, and work in editing the language and styling the document, assist in editing and initial styling publications, power point presentations, posters and brochures and relative files. 11. Coordinate with Human resource unit for staff records, consultant radiologists contract extension and updating HR on staff shifts, renewed professional licenses and related matters. 12. Assist in organizing regional and country level radiology training workshops, by coordinating with the respective units for travel arrangements, completing the documents needed for visa issuance of trainers, coordinate with the respective missions for the complying requirements and making the necessary arrangements, and preparing the certificates. Page 2 / 5

3 13. Organize the meetings and preparation for high-level visitors from international partners by arranging the schedules, meeting agenda, venues, refreshing, multimedia projectors. 14. Update the current administrative procedures and guidelines, and propose new guidelines as needed for further improving the processes. Also assist in writing and maintaining documentation, such as the Teleradiology and QC Center standard operating Procedure, technical guide, users instructions, and manuals to be used by the Center and users in the field. 15. Organize yearly team building activities and when needed social events of the Center by exploring and comparing convenient locations and activities, and cost in coordination with the staff and the heads. 16. Coordinate with IOM country operations globally for communicating the different aspects of the teleradiology service such as for notifications of changes, holidays and change in schedule, receiving of requests for teleradiology services from the missions, arrangements of the X-ray reporting schedules in the Centre, getting any additional related information or answering queries to the missions. 17. Coordinate with the Teleradiology technical support team for escalating issues, which needs fixing such as errors in the Teleradiology web application, the image archiving system, or for getting technical updates and other related matters. 18. Assist the Teleradiology assistants work when needed, such as checking the correctness and completeness of the bio-data on the Chest X-Rays and in medical filled by the country operations and coordinate with focal persons in the country operation for correcting error and notifying the additional view requests, entering data into electronic medical systems/e- Medical, inform the radiologists when the cases are ready for submission, and produce the daily start summary and send to the field missions. 19. Assist in data analyses, monthly summary descriptive stat analysis for Teleradiology primary readings, surveys and others as needed. 20. Provide support during weekends, holidays or outside working hours as well as stand-by focal on a rotation basis as needed. 21. Perform such other duties as may be assigned. REQUIRED QUALIFICATIONS AND EXPERIENCE Education University degree in Health Sciences, Business Administration, Information Technology, Accounting or a related field from an accredited academic institution, with five years of relevant professional experience; Completed high school degree from an accredited academic institution, with seven years of relevant professional experience. Experience Experience in administrative; logistic, technical writing, record keeping capacity and/ or secretarial roles Page 3 / 5

4 Advanced analytical and critical thinking skill with ability to work under minimal supervision Competence with computers, with proficient in a Microsoft Office environment, including Microsoft Excel, Word, PowerPoint, using databases and software such as SQL reporting database, and comfort in learning new software; Good knowledge and experience in using digital radiology and Teleradiology systems, an advantage. Ability to perform multiple tasks and work under pressure with a wide range individuals and institutions with effective time management Detail oriented and high degree of accuracy. Previous work experience in an international organizations and companies, and knowledge in Migration health work, screening health assessments, and emedical services an advantage. Languages Fluency in English is required. Working knowledge of French and/or Spanish an 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; Technological Awareness - displays awareness of relevant technological solutions; Resource Mobilization - works with internal and external stakeholders to meet resource needs of IOM. HOW TO APPLY 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 highlighting the required education and experience or a duly completed IOM Personal History Form. To access the form, please visit Interested applicants may send their applications to machrsupport@iom.int not later than 03 Page 4 / 5

5 May Position title and VN Number should be specified in the SUBJECT field. Philippine citizen or foreign national with valid work permit/visa can apply. Applications from qualified female candidates are especially encouraged. Only short-listed candidates will be invited for an interview. Posting Period: From to Requisition: VN 029/2018 Senior Administrative Assistant (Teleradiology) (G-7) Posting Channel: For Internal and External Candidates Date created: DPG 18 April 2018 WBS: MH.0049.PH Page 5 / 5