Deadline of this Job: 22 September 2022
JOB DETAILS:Context:
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. The Senior Medical Assistant oversees the Call Centre and Data Processing/registration teams in the Migration Health Assessment Centre (MHAC). These teams provide 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 switchboard operations, handling inquiries and providing refugee/immigrant assistance as necessary. Under the.
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. Develop and keep up-to-date MHAC’s Standard Operating Procedures (SOP’s);
3. Supervise and train Medical Assistants in compliance to the MHAC Medical Assistants’ SOPs;
4. Assist in analysis of various tools pertaining to migrant flow and satisfaction in MHAC – including active monitoring of scheduling trends.
5. Prepare medical forms, laboratory labels, serology code books, chest x-ray labels and daily scheduling of MHD health assessments.
6. Ensure that reception area is well organized and presentable at all times.
7. Provide accurate information and answers to telephone and/or walk-in queries from applicants regarding their schedules and direct as required.
8. Assist in improving the integrity of customer care work by proposing key fraud prevention measures.
9. 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.
10. Oversee 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.
11. Updating MHD information on the country MHD Website.
12. Prepare and submit monthly statistics on Health Assessments performed by MHD.
13. 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.
14. Prepare purchase request forms for procurement of equipment and working materials for MHD.
15. Data management follow-up including the creation of queries to retrieve information from the database and responding to various follow-up needs;
16. Participate in mobile health assessment missions in the Region to provide IT/Database support.
17. Provide Database/data processing support to the Region and other MHD locations as needs arise.
18. 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.
19. Perform such other duties as may be assigned.
Required Qualifications and Experience
Education
• Bachelor’s degree in IT with at least 4 years of experience.
Or;
• High school diploma in IT with 6 years of relevant working experience.
Experience
• Experience in managing large dynamic teams, with a customer service, IT or administrative background;
• Certificate in IT/Data entry is an advantage;
• High computer literacy in Windows and MS Office is mandatory, knowledge of web page design would be an asset;
• In-depth use of MS office applications, data collection and manipulation;
• Knowledge of medical terminology, as well as previous secretarial and archival experience, an added advantage; and,
• Previous working experience with NGOs or international organizations is an added advantage.
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-to-day challenges.
Core Competencies
• 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring, and motivational way.
Deadline of this Job: 22 September 2022
JOB DETAILS:
Context:
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 carrying out the following duties and responsibilities in relation to the Migration Health Assessment Centre (MHAC) in Kigali, Rwanda
Core Functions / Responsibilities:
1. Lead daily nursing and administrative activities of the migration health assessment in the Migration Health Assessment Centre (MHAC) to fulfil the technical requirements of the resettlement countries in the areas of:
1. Medical examinations.
2. Laboratory testing.
3. TB management.
4. Treatment and referrals.
5. Pre-departure procedures and medical movements.
6. Documentation, certification, and information transmission.
7. Directly observed treatment/therapy short course (DOTs);
8. Fitness-to-travel checks; and,
9. Other technical areas as may be required.
2. Supervise all daily nursing and administrative activities, namely:
Assign tasks to nurses and clerks.
2. Monitor pre-examination information sessions, counselling, history, follow up and vital signs taking; verify that nurses and medical clerks enter information into relevant databases in a timely and accurate manner, in accordance with their specific functions; and,
3. Facilitate and monitor implementation of fraud-prevention measures, including testing performed outside of the MHAC.
3. Contribute to the establishment and maintenance of an optimal workflow at the health assessment site by suggesting and implementing improvements to facilitate timeliness of completion of nursing and clerical tasks.
4. Verify that all migrant/refugee identity check mechanisms are well established and followed.
5. Implement quality assurance and quality control measures for nursing and clerical activities; participate in writing SOPs and instructions as well as staff training.
6. Verify that SOP’s, checklists, and standard universal precautions within MHAC are followed.
7. Check that the MHAC pharmacy, stock, medical kits, and emergency kits within the MHAC and for medical escorts if applicable are well maintained according to guidelines and SOP’s.
8. Coordinate, follow up and verify procurement for MHAC – including purchase orders, payment requests and invoices.
9. Gather and analyse administrative reports and program updates as necessary; report any inconsistencies or issues to the CMHO or senior nurse.
10. Coordinate the planning and execution of mobile missions if applicable.
11. Coordinate, and perform if needed, the medical escort duties when required to ensure migrants receive continued care throughout all phases of migration (before departure, during the journey and at the final destination).
12. Gather and analyse statistical information and share with the Chief Migration Health Nurse or CMHO as per pre-set and agreed upon format.
13. Maintain collaborative relationships with various partners to facilitate the follow up and relevant information sharing. Partners include internal IOM departments, other health providers, panel physicians, Embassies other UN agencies or NGO’s and others as applicable.
14. May have responsibility for direct supervision of a designated team.
15. Perform other duties as may be assigned.
Required Qualifications and Experience
Education
• Nursing Degree with a minimum of five years relevant clinical experience, with at least two years in a supervisory role and a valid license to practice nursing in Rwanda
Experience
• Excellent technical skills, including in phlebotomy.
• Training or working experience in the areas of Tuberculosis management, mass immunizations, communicable diseases, laboratory testing or public health is an advantage. Computer literacy required: MS Office suite (Word, Excel, Access)
Skills
• Prepare the PDMS examination according to technical instructions
• Identify cases with SMC on ABN and advise on the need of 3 weeks reviews before departure for stabilisation.
• Identify cases with history of TB or abnormal CXR, and recheck for actives signs of Tuberculosis before departure
• Ensure completeness of laboratory testing required at PDMS according to reselect countries.
• Review the vaccinations certificates and ensure their completeness.
• Ensure that all TB cases have complete TB treatment before departure.
• Ensure DOT of presumptive treatment and surveillance is done on time and accurately.
• Coordinated Pre-departure procedures and medical movements coordination.
• Conduct the counselling for departures and cancelled cases and ensure their management and their rebooking on time.
• Monitor isolation and regular decontamination in the transit centre
• Documentation, certification and information transmission to partners and donors on a timely manner.
• Check for QC issues before submission and clearing cases
• Ensure pre-embarkation checks
• Other technical areas as may be required
Languages
Fluency in English is required. Knowledge of French is an added value.
Competencies
The incumbent is expected to demonstrate the following values and competencies:
Values
All IOM staff members must abide by and demonstrate these three values:
• Inclusion and respect for diversity respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintain 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.
Core Competencies – behavioural indicators
• 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring, and motivational way.