Vn 2022 02 (Gs) Administrative Assistant (G5)

vor 1 Tag

Geneve, Schweiz IOM Internationale Organisation für Migration Vollzeit

**Context**:
Under the direct supervision of the Head, Occupational Health (OHU), the Administrative

Assistant will be responsible for all the administrative functions of the OHU in Geneva. In

**particular, they will be responsible for**:
**Core Functions / Responsibilities**:
SECRETARIAL WORK

1. Act as Intranet Focal Point
- Responsible for uploading and maintaining the OHU Intranet.

2. Occupational health computerized system (OHS)
- Filing / Uploading electronically all events occurring in a staff member’s life in Headquarters:
Medical exams (Entry on Duty (EOD); Annual Medical Exam; Periodic Medical Exam (PME);
Transfer, Separation, Minimum Medical Questionnaires (MMQ), Medical reports, Independent

Medical Exams (IME); Prolonged Sick Leave (PSL), Copies of vaccination record and medical

test results. Share the vaccinations with the OH Nurse for her/him to upload.
- Upload in OHS all documents relating to eventual occupational cases (Notifications, Doctor’s

reports) in Geneva and send to OHU Manila Administrative Centre (MAC) Administration.
- Review the PRISM OHU system upon need with the support of the Information and

Communications Technology Team, to update and improve efficiency, functionalities.

3. OHU documents
- Proofread or draft texts relating to the work of OHU (policies, memo, activity reports, travel

reports, meeting reports, PowerPoint presentations, internal documents, letters to external

counterparts, etc.). Coordinate policy work between OHU, DHR, EO and LEG HR.
- Ensure all official documents are translated in French, Spanish and English.
- Design, create and modify computerized versions of OHU tools (forms, information campaigns,

health surveys, etc.)

4. Book appointments for employee or visitor’s with OHU Nurse (vaccinations;
preventive measures) and/or OHU Doctor
- Maintain the agendas of the OHU Doctor; organize OHU meetings/videoconferences.
- Organize employee’s Independent Medical Exams, facilitate coordination between Doctor and

Employee and logístical aspects (travel/accommodations). Compile all medical reports and

exchanges between OHU and staff in chronological order upon request by OHU Doctor.
- In the absence of the OHU Nurse, share information on medical referrals with staff in Geneva.

5. Coordinate the quarterly leave plan and “on call” duties between the OHU GVA,

Panama City and Manila Medical Officers. Share with ODG’s Administrative

Assistant every three months.

6. Keep track of all agreements between IOM HQ or Country Offices and service

providers (Hospitals or UN Clinics or Tele-consultation) in coordination with the

Human Resources Insurance Officer’s in Headquarters and Leg Contract Review
- Keep track of the agreements on a yearly basis.
- Ensure all documents with service providers are up to date and shared with all OHU Doctors

(e.g. International SOS Medevac Form; list of contacts, etc.)
- Ensure waiting room is kept tidy. Ensure OHU rooms are locked in the absence of OHU staff.

7. Proceed to the orders, signatures and payments requests
- Prepare Purchase Requisition Forms, invoices, attach bills or justification) of OHU

**expenses**: Official travels, Health campaigns or surveys, publications, continuous Professional

Education, purchase of medical items (material, literature, medication, kits, prophylaxis

equipment).
- Process and endorse bills pertaining to staff EOD/ PME in Headquarters.

8. Control the accounts/budget of the OHU Units (status by the 30 April and 30 September)

ensuring all bills are paid and sharing with the Head of OHU, the balance of what is left for every

budget line.

9. Facilitate continuous professional education of OHUs staff (provide to the Head of OHU and

Staff Development and Learning with the supporting information, budget) including eventual

TDY or hotel booking / transfer. Confirm registration and proceed to payment once agreed.

10. In the absence of the OHU Nurse, prepare and distribute travel medical kits to travelers

(keep an updated register) according to the OHU Doctor’s recommendations; supply staff

members and/or Regional and Country Offices with medical kits on request, particularly in

emergency situations; organize their mailing and keep a register.

ADMINISTRATION OF MEDICAL

11. Medical exams
- Coordinate employees’ medical examinations. Carry-out database entry in OHS and upload

documents.
- Share administrative conclusions on fitness to work and insurance admission/ exclusions with

employees’ HR Administrative Assistant. Send Doctor’s eventual medical recommendations to

employee, keep track of them and follow up over time.
- Refer TDYs and Transfer clearances to OHU Nurse to manage in coordination with OHU

Doctor.

12. Exclusions/CACP
- Coordinate with OHU MAC Admin Assistant every quarter, the Geneva list for the IOM

insurance company of all cases with an exclusion of coverage (Health Insurance/Incapacity and

Partial Disability Insurance/Medical Service

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