Office Clerk

Nairobi, Kenya

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Job Description

Position Information

 Context

Under the overall supervision of the Chief Migration Health Officer (CMHO) and the direct supervision of the Administrative Assistant Supervisor, the successful candidate will be responsible for carrying out the following duties and responsibilities in relation to the Migration Health Assessment Centre (MHAC) in Nairobi, Kenya.

Responsibilities

Responsibilities and Accountabilities

1. Receive and direct clients to the right department, or staff or provide helpful resources such as bulletins, brochures, etc; respond to some client enquiry on the next steps during health assessment and/or refer to appropriate contacts /units.
2. Enter, retrieve, structure and update selected information and data from various sources (e.g. office files, etc.); present results in a standard format; Dispatch files and documents to/from MHAC and designated laboratory/hospital/unit, maintaining due confidentiality.
3. Set up and maintain office files and reference systems according to standard procedures; provide clerical support in preparing various technical documents/lists, photocopying medical reports, labelling mail/samples, etc.
4. Support the medical staff as needed during physical examination, and history taking and may serve as a chaperone if required
5. Support the organization and administration of meetings, workshops and events (e.g. arranging for meeting rooms and other facilities. Ensure availability of office supplies and appropriate maintenance of office equipment.
6. Assisting in maintaining an organizing flow of applicants at every step of the health assessment process, managing crowding in waiting areas by redistributing clients to other stations when necessary.
7. Perform other duties as required.

Qualifications

Education

• Completed High/Secondary school education with two years of relevant professional experience. 

Experience

• At least two years’ experience in assisting IOM migration health assessment operations or as a messenger with other agencies. 
• Previous working experience with NGOs or international organizations will be an added advantage. 
• Mature individual, able to work independently, paying attention to detail and meeting deadlines. 
• Good computer skills, especially in Ms Office: Word, Outlook and Excel. 

Skills

• Knowledge of medical terminology.

Languages

Required 

For all applicants, fluency in English & Kiswahili is required (oral and written).

Desirable

Somali

IOM’s official languages are English, French and Spanish.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

VALUES – All IOM staff members must abide by and demonstrate these five 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 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 – Behavioural indicators – Choose a level.

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.

Notes

1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
2. This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
3. This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
4. Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
5. IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
6. IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

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