Administrative Assistant Supervisor at the International Organization for Migration (IOM)

The International Organization for Migration (IOM) - 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.

We are recruiting to fill the position below:

Job Title: Administrative Assistant Supervisor

SVN No.: VN2023.123
Location: Lagos
Type of Appointment: Special Short-Term (SST) 6 months with possibility of extension
Organizational Unit: Migration Health Assessment Centre (MHAC)
IOM Classification: G7
Estimated Start Date: As soon as possible

Context

• Working under the overall supervision of the Chief of Mission and the direct supervision of the respective Migration Health Officer and the Resource Management Officer, the successful candidate will be responsible for the carrying out the following duties and responsibilities in relation to the Migration Health Assessment Centre (MHAC) in Lagos, Nigeria

Core Functions / Responsibilities
Assist with all relevant finance and administrative activities on a daily basis including but not limited to:

• Ensuring staff log in when reporting and leaving work.
• Ensuring offices and examination rooms are clean at all times.
• Ensuring laundry services are done timely, and clean gowns are available in the examination rooms at all times.
• Reminding staff and ensuring timely reception of accurately completed monthly time sheets.
• Informing the Human Resource Unit of any staff not reporting to work for reasons related to illness or family emergency.

Assist with all relevant financial activities on a daily basis including but not limited to:

• Preparing relevant finance documents for payments and ensuring relevant supporting documents are attached and correct WBS assigned.
• Verifying payment receipts and confirming service fees paid are reflected in the respective IOM account.
• Recording daily total service fee payments to the respective project codes in the IOM accounting system.
• Preparing, tracking, and ensuring invoices to the non-IOM panel doctors are paid on time.
• Verify all invoices and expense claims and ascertain that the equipment, supplies, or services they refer to are duly received or provided before payment is made.
• Coordinate and ensure that mission-wide various internal office administrative support procedures such as document tracking, filing, archiving, and monthly reporting are implemented in the different MHAC’s.
• Coordinate and ensure that there is a systematic e-archiving system for medical files, blood test results, and follow-ups in the different MHAC’s.
• Coordinate and ensure that the MHAC’s are maintaining an orderly storage system for chest X-rays and keeping hard copies of medical documents as required (informed consent, radiologist’s report, sputum smear results, pregnancy test results, etc.).
• Implement improvements to strengthen internal control mechanisms; adapt inputs for new procedures to complement or to improve existing instructions/standard operating procedures to achieve streamlined efficiencies.
• With the Resource Management Officer (RMO), coordinate the issuance/renewal of staff contracts, leaves, attendance records maintenance, medical and insurance monitoring, and security issues. Act as the main liaison between MHD and procurement, finance, and HR units for all related activities.
• Coordinate and ensure that each MHAC is maintaining proper inventory control mechanisms and is organizing timely, cost-effective, and appropriate procurement and storage of stationeries, IT equipment and consumables, hygiene products, medical supplies, and equipment, as needed for the MHAC.
• Coordinate the acquisition, renovation, refurbishment, and regular maintenance of the MHAC facility.
• Provide MHACs with Standard Operating Procedures (SOP’s) in dealing with the office’s petty cash, providing best practice recommendations. Supervise and monitor each MHAC’s reconciliation of service fees and bank statements.
• Assure correctness of travel authorizations and advise on allowances for staff members leaving on duty travel.
• In coordination with the RMO, participate in budget and expenditures monitoring, monthly and annual financial reporting. Collect relevant statistics and provide financial analysis, in coordination with the MHAC supervisor.
• Support supervision of other support staff at MHAC, including sub-contracted staff.
• Perform such other duties as may be assigned.

Education

• Bachelor’s Degree in Administration Management/ Medical Administration/ Business Administration/ Finance/ Accounting, Social Sciences, or a related field from an accredited academic institution with at least five years of progressive relevant work experience.

Experience:

• Minimum of 5 years of relevant professional experience, preferably in administrative support or similar roles.
• Working with refugees/migrants in a medical setting is an advantage.
• Previous working experience with NGOs or international organizations is an advantage.
• Demonstrated accuracy in handling and reporting data.
• Experience liaising with vendors, third-party contractors, etc.

Languages:

• Fluency in English (oral and written) is required, working knowledge of the local language.

Skills:

• Demonstrated ability to maintain confidentiality is mandatory.
• Demonstrated proficiency with Microsoft Office applications, including Excel, PowerPoint, and good knowledge of information technology and proficiency in Microsoft Office applications especially Excel, Word, PowerPoint, Publisher, and SharePoint.
• Good communication skills (Oral and Written).
• Ability to independently carry out tasks.
• Ability to multi-task and to prioritize required.

Required Competencies:
Values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: Demonstrates the ability to work in a composed, competent, and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected, and fairly treated.

Core Competencies - behavioral 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 actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring, and motivational way.

Managerial Competencies:

• Leadership: Provides a clear sense of direction, leads by example, and demonstrates the ability to carry out the organization’s vision; assists others to realize and develop their potential.
• Empowering others & building trust: Creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.

Application Closing Date
7th November, 2023.