Administrative Assistant
Organizational Context
The International Organization for Migration (IOM) Occupational Health Unit in Manila (OHU MAC) seeks an Administrative Assistant. This role operates under the direct supervision of the OHU Senior Administrative Officer, coordinating with national and international medical and administrative officers. The position is crucial for managing health-related administrative processes for IOM staff.
Job Purpose
The Administrative Assistant is responsible for the comprehensive management of sick leave processes for IOM staff within the Occupational Health Unit Manila's purview. This includes validating sick leave requests in PRISM, managing documentation, providing guidance on procedures, and overseeing prolonged sick leave cases. The role involves close coordination with the HR Timekeeper for accurate recording and data gathering for statistical reporting. Additionally, the incumbent will manage medical files through scanning, uploading, and updating records, ensuring confidentiality and supporting the unit's overall administrative and secretarial functions.
Responsibilities
Process all sick leaves for staff, validating requests in PRISM, ensuring documentation, and coordinating with HR for recording. Provide guidance on sick leave policies and monitor recurrent patterns, escalating to medical officers as needed. Identify and manage prolonged sick leave cases, updating records and coordinating with HR and the Insurance Unit Geneva for monitoring leave balances and potential referrals. Maintain IOM staff medical records by scanning, uploading, and organizing files. Generate data and statistics on sick leaves for reports. Provide backup support to other administrative assistants and perform other OHU administrative functions, including collaborating with cross-functional teams and assisting staff with medical exam procedures. Receive, record, sort, and distribute incoming mail for the unit.
Work Experience
Requires relevant experience in administrative work, specifically in medical administration. Experience working with minimal supervision is also necessary.
Skills
High level of computer literacy. Experience with HR IT systems and applications is an advantage.