VACANCY NOTICE
Open to Internal and External Candidates
Position Title : Data Processing Assistant (2 positions)
Organizational Unit : Medical Department
Duty Station : IOM Kigali, Rwanda
Classification : General Service Staff, Grade G5 (UN salary Scale for GS staff)
Type of Appointment: One-year fixed term with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : February 06, 2022
Reference Code : VN2022/01 – RW
Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.
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.
Context:
The Data Processing Assistant provides information, relevant to Health Assessment Programs, Applicant processing and other IOM services to the migrants. The incumbent will be responsible for performing routine administrative functions such as handling inquiries and providing refugee/immigrant assistance as necessary. Under the overall
supervision of the Chief of Mission (CoM) and the direct supervision of the Chief Migration Health Officer (CMHO) 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 Kigali, Rwanda .
Core Functions / Responsibilities:
1. Organize the Medical Assistants Roster and assign various duties in the unit as well as actively participate in day-to-day scheduling.
2. Assist to develop and keep up to date MHAC’s Standard Operating Procedures (SOP’s);
3. Assist in analysis of various tools pertaining to migrant flow and satisfaction in MHAC – including active monitoring of scheduling trends.
4. Prepare medical forms, laboratory labels, serology codebooks, chest x-ray labels, and daily scheduling of MHD health assessments.
5. Ensure that reception area is well organized and presentable at all times.
6. Provide accurate information and answers to telephone and/or walk-in queries from applicants regarding their schedules and direct as required.
7. Assist in improving the integrity of customer care work by proposing key fraud prevention measures.
8. Receive all completed medical deferrals/furtherance, x-rays and other documents from MHD, update the reception of the same in the database and forward to the migration health physician for clearance.
9. Support the completion of medical forms, DNA packages and other medical documents and ensure they are transmitted to relevant partners, either by electronic means or by courier services. Verify that correct contacts and physical address are used whenever documents are transmitted by courier services and ensure to inform the receiving party of the parcel tracking number electronically;
10.Updating MHD information on the country MHD Website.
11.Prepare and submit monthly statistics on Health Assessments performed by MHD.
12.Prepare correspondence to respond to queries in respect to relevant matters of the MHAC. File incoming/outgoing letters, reports, memoranda, emails faxes as well as IOM documents and forms related to IOM medical issues.
13.Prepare purchase request forms for procurement of equipment and working materials for MHD.
14. Data management follow-up including the creation of queries to retrieve information from the database and responding to various follow-up needs.
15.Participate in mobile health assessment missions in the Region to provide IT/Database support.
16.Provide Database/data processing support to the Regional office NBO and other MHD locations as needs arise.
17.Suggest improvements to strengthen internal control mechanisms; provide inputs for new procedures to complement and/or adapt existing instructions in an effort to achieve streamlining efficiencies.
18.Perform such other duties as may be assigned.
Required Qualifications and Experience
Education
- Bachelor’s degree in IT
- High school diploma with 3 years of experience required.
Experience
- At least 3 years of professional experience in data encoding and reporting, data capturing and data management especially in health/clinical setting.
- Knowledge in data processing and analysis especially SPSS, SQL and Access
- Knowledge of programming is an advantage.
- Good writing skill desirable.
- Good knowledge of IOM system (Mimosa) and other data management systems a plus.
- IOM Competencies required: Effective Communicator; Successful Negotiator; Creative Analytical Thinker; Active Learner; Cross-Cultural Facilitator.
Languages
Fluency English and Kinyarwanda is required. French is an added advantage.
Required 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-today challenges.
Core Competencies
- Accountability – Meets deadline, cost, and quality requirements for outputs
- Client Orientation – Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries;
- Continuous Learning – Keeps abreast of developments in own professional area
- Communication – Clearly communicates, and listens to feedback on, changing priorities and procedures;
- Creativity and Initiative – Proactively develops new ways to resolve problems
- Leadership and Negotiation – Presents goals as shared interests;
- Planning and Organizing – Sets clear and achievable goals consistent with agreed priorities for self and others;
- Professionalism – Masters subject matter related to responsibilities;
- Teamwork – Actively contributes to an effective, collegial, and agreeable team environment;
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.
How to apply:
Interested candidates are invited to submit their applications to iomrwandarecruitment@iom.int by 06 February 2022 at the latest, referring to this advertisement.
The subject of your e-mail MUST indicate the reference code, the Position title as well as candidate’s names
In order for an application to be considered valid, IOM will only accept applications which should include a completed Personnel History Form (please download and fill it out) and an application letter (not more than one page)
Only shortlisted candidates will be contacted.
Posting period:
From 24.01.2022 to 06.02.2022
