VN 075/2026 Sr. Administrative Associate (multiple Positions)

Organizational Context

The International Organization for Migration (IOM) in the Philippines seeks a Senior Administrative Associate for the Occupational Health Unit (OHU) Global Shared Services Center (GSSC) in Manila. This role operates under the direct supervision of the OHU Senior Administrative Officer and in coordination with OHU Geneva and the GSSC Director. The position is crucial for managing administrative processes supporting occupational health services for IOM personnel.

Job Purpose

The Senior Administrative Associate is responsible for overseeing and coordinating comprehensive administrative processes for occupational health services provided to IOM's Professional Staff, General Service, National Officer, and non-staff personnel across its Regional Offices. This includes managing Entry-on-Duty (EOD) and Annual Medical Examinations (AME), medical travel clearances, and complex case management support for issues such as prolonged sick leave, disability, workplace accommodations, and medical evacuations. The role ensures the accuracy and completeness of medical documentation, adherence to organizational protocols, and maintenance of confidential records within the EarthMed system, facilitating timely communication with stakeholders and supporting the overall health and well-being of IOM personnel.

Responsibilities

The Senior Administrative Associate will coordinate the end-to-end administration of medical examinations (EOD, AME) for IOM personnel globally, validating documentation for accuracy and compliance. They will facilitate communication between staff, healthcare providers, and OHU Medical Officers, providing guidance on procedures and maintaining confidential medical records in the EarthMed system. The role involves coordinating medical travel clearances based on current protocols and collaborating with OHU Medical Officers. Responsibilities also include compiling and validating occupational health data for reporting, maintaining the integrity of health information, and preparing specialized reports. Furthermore, the associate will administer and monitor prolonged sick leave cases, coordinate with relevant parties for documentation, and provide administrative support for complex occupational health cases, including return-to-work and accommodation processes. They will act as an administrative focal point for occupational health inquiries, support HR coordination, and contribute to process improvements and digital health records management.

Work Experience

The role requires demonstrated experience in administrative work. Experience in medical administration, particularly in occupational health, is advantageous. Prior work experience within international humanitarian organizations, non-government, or government institutions in a multicultural setting is also considered an advantage.

Skills

Ability to work independently and under pressure with minimal supervision. High proficiency in computer applications including Word, Excel, PowerPoint, and internet usage. Strong attention to detail and organizational skills.

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