Administrative Assistant Job in Nairobi, Kenya - NGO

International

Organization for Migration (IOM)

Position Title: 

Administrative

Assistant (Teleradiology Services)
 

Vacancy

No: IOMKE/SVN/039/2016
 

Duty

Station: Nairobi,

Kenya
 

Classification: General Service Staff, Grade G4
 

Type

of Appointment: One

Year Fixed Term, with possibility of extension
 

Estimated

Start Date: As

soon as possible
 

Closing

Date: April

11, 2016
 

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 overall

supervision of the Regional Health Assessments Coordinator for Sub-Saharan

Africa and the direct supervision of the Migration Health Physician responsible

for Telerad / Radiologist, the successful candidate will be responsible in

providing effective and efficient overall administrative support to the Tele

radiology Centre Nairobi Regional Office for Africa and sub-Sahara region and

administrative support to the field operation in the region.

Core Functions / Responsibilities:

• Coordinate
  
  with IOM country operations in the region, both orally and in writing
  
  regarding the different steps of the teleradiology service:

1.   
Receiving of requests for teleradiology services and

coordinating the preparation

2.   
Communicating the arrangement of the X-ray reporting schedules

in the centre,

3.   
Getting additional information and correcting error in bio data

of individuals or images during the service

4.   
Notifying the additional view requested by the radiologist

5.   
Confirming the list of individuals with reported CXRs by the

centre.

• Assist
  
  in preparation for implementing service to new field locations and day to
  
  day system support, including correcting system and data errors in
  
  coordination with Radiology systems and PACS administrators.


• Coordinate
  
  with the finance unit to ensure appropriate and timely financial billing
  
  to Country Offices (COs) and processing of payment request for Consultant
  
  Radiologists, with timely and regularly preparing the request for payment
  
  and invoices as needed.



• Coordinate
  
  with the IOM Global Teleradiology Center, Manila for getting technical
  
  support and guidance as needed.


• Provide
  
  administrative and clerical support to the Teleradiology Center in Nairobi
  
  in terms of procurement, human resources, or any other related concerns
  
  that may arise. Including processing request for quotation, and preparing
  
  PRs.


• In
  
  coordination with the supervisors and the IOM Global radiology Center
  
  Manila, assist in organizing radiology trainings, providing technical
  
  guidance and regularly updating standard operating procedure for the
  
  radiology Center.


• Assist
  
  in drafting various radiology related reports and other documents.


• Perform
  
  day-to-day housekeeping in the business process of the radiology Centre in
  
  Nairobi, Kenya.


• Act
  
  as the focal person for the radiology Center, for receiving and
  
  coordinating the service requirements and relating radiology service
  
  issues from the region.


• Assist
  
  the Radiologists in the Teleradiology Centre when needed including,
  
  entering data into electronic medical systems/e-Medical and save it, check
  
  for completeness of the part filled by the country operations and
  
  coordinate with focal persons in the country operation to ensure that
  
  entries are complete.


• Coordinate
  
  with the Radiologists in the center for schedule and the list of e-Medical
  
  cases when the cases are ready for completion and submission by the
  
  radiologists.


• The
  
  incumbent may be requested to provide support during weekends, holidays or
  
  outside working hours as well as “stand-by” focal on a rotation basis.


• Perform
  
  such other duties as may be assigned.

Required Qualifications and Experience
 

• High
  
  school diploma or equivalent and four years of relevant experience or
  
  Completed university degree in one of Health Sciences, Health Informatics,
  
  Business Administration, or Social Science, Information Communication
  
  Technology or a related field from an accredited academic institution and
  
  two years of relevant experience

• Good
  
  knowledge of information communication technology and proficiency in
  
  Microsoft Office applications especially Excel;


• Experience
  
  and understanding of Digital radiology and Teleradiology systems an
  
  advantage;


• Previous
  
  work experience in an international organizations and companies an
  
  advantage

• Fluency
  
  in English and Kiswahili is required.

• 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.

Other: Any

offer made to the candidate in relation to this vacancy notice is subject to

funding confirmation.

Appointment will be subject to certification that the candidate is medically

fit for appointment and verification of residency, visa and authorizations by

the concerned Government, where applicable.
 

Only

candidates residing in either the country of the duty station or from a

location in a neighbouring country that is within commuting distance of the

duty station will be considered.

In all

cases, a prerequisite for taking up the position is legal residency in the

country of the duty station, or in the neighbouring country located within

commuting distance, and work permit, as applicable.

 
Submit cover letter and CV, including daytime telephone and e-mail contact

to: 

International

Organization for Migration (IOM), 

Human

Resources Department, 

P.O.

Box 55040 – 00200, 

or

send via e-mail to hrnairobi@iom.int.

Closing Date: 11 April, 2016

Only Shortlisted Applicants will be contacted.

NO FEE: The

International Organization for Migration (IOM) does not charge a fee at any

stage of the recruitment process (application, interview meeting, process or

training). IOM does not concern itself with information on applicants’ bank

details.

IOM is committed to a diverse and inclusive environment. 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.