Vacancy No. IOM-SVN/0103/2021

Position Title Senior Medical Assistant – Data Processing

Duty Station Addis Ababa, Ethiopia

Classification G7

Type of Appointment SVN, Six months with possibility of extension

Estimated Start Date As soon as possible

Posting Period 17.08.2021 - 31.08.2021

About IOM

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, inter-governmental 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 and Scope of the Position

The Senior Medical Assistant coordinates and plans medical screening activities at the Migration Health Assessment Centre (MHAC) in Addis Ababa and mobile medical missions, supervises medical database recording and reporting, manages the Data Processing Unit (DPU) in IOM MHAC Ethiopia and provides information relevant to Health Assessment Programs, for refugees and migrants. 

Under the supervision of the Chief Migration Health Officer (CMHO) for Ethiopia and the Chief Migration Health Nurse, the incumbent will be responsible for the following duties and responsibilities:

Core Functions / Responsibilities:

• Oversees activities of the Data Processing Unit (DPU) such as preparation of reports that cover the period from the receipt of Medical requests to the time of service delivery; informing management of possible issues which need attention and suggesting corrective actions.
• Support staff development and processes such as providing recruitment support, training, assigning duties and giving feedback to staff members on their performance on regular basis to ensure high quality work and accurate completion of data processing activities.
• Coordinate with RSC, Embassies and other government partners in planning, implementation, ensure accurate and timely recording in MiMOSA, eMedical, UKTB and other corporate databases, transmit medical files and suggest improvement to strengthen internal control mechanisms, as well as provide inputs for new procedures to complement and adapt existing instructions.
• Oversee the managing of data including the creation of queries to retrieve information from the database and respond to various follow-up needs:
• Manage all holds in Mimosa by weekly production and analysis of hold reports, sharing reports with panel physicians and nurses, ensuring timelines are revised for unavoidable hold reasons;
• Reconcile reports with the regional office on weekly basis and RSC on monthly basis;
• Submit monthly statistics on Health Assessments including Pre-Departure Medical Screening (PDMS), DNA sampling, COVID-19 testing, treatments and referrals.
• Manage and ensure accurate recording of cost in Mimosa and the timely generation of invoices for Canadian migrants.
• Coordinate tele-radiology activities with regional IOM tele-radiology centers in IOM Nairobi and Manila to ensure timely upload of chest x-ray images, interpretation and reporting to ensure timely completion and submission of medical files.
• Provide supervision and guidance to Senior Data Processing Assistants(DPA) and the data processing team in general on data generation and analysis for quality control and validation procedures including Data Quality Checks and system clean ups (MiMOSA, UKTB and eMedical), completion of medical forms, analysis of various tools pertaining to migrant flow and satisfaction such as active monitoring and analysis of scheduling and registration trends,
• Conduct regular upgrade of MHD/MHAC Ethiopia website, update information for on-line health assessment scheduling, registration and pre-recorded telephone information on MHD activities as necessary.
• Maintain and ensure confidentiality and integrity of all relevant paperwork in line with IOM standards of conduct and data protection rules and regulations.
• Oversee all IT equipment at MHAC in liaison with the IT department. Prepare requests for office IT equipment in coordination with the Chief Migration Health Office.
• Ensure DPU staff undertake secure storage of documents and data in accordance with IOM principles and guidelines including necessary measures to guarantee limited access to physical files.
• Supervise provision of good customer care practices and process flow at MHAC by providing accurate information to applicants through MHAC activity updates and flyers, prompt response to queries from applicants and propose key anti-fraud measures.
• Participate in mobile health assessment missions in Ethiopia and in the region to provide IT/Database support.
• Perform other duties as may be assigned.

Job Requirements

Education

• University Degree Information Management, Statistics and other related Fields of Studies.
• At least seven years of relevant working experience.

Experience

• Experience in managing dynamic teams, with IT/ database background;
• Certificate in IT and Management Information System (MIS) is an added advantage
• High computer literacy in MS Office is mandatory, knowledge of web page design is an advantage
• Knowledge of medical terminology and archival experience
• Previous working experience with international organizations or NGOs is an advantage

Languages

• Fluency in English is required.
• Working knowledge of local area languages is desirable

Values and Competencies

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies – behavioral indicators level 2

• 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioral indicators level 2

• 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.

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 neighboring 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 neighboring country located within commuting distance, and work permit, as applicable.

How to Apply

Interested candidates are invited to submit their application/ motivation letter enclosed with only detail CV written in English via our e-mail address RECADDIS@IOM.INT, by August 31, 2021 at the latest, referring the position title and Vacancy number in the subject line of your email; no photocopies of educational/training certificates is required at this stage; applicant who doesn`t follow the required application procedure will automatically be disqualified from the competition. Only shortlisted candidates will be contacted. We strongly encourage qualified women to apply!