Job Advertisement: Office Clerk – Migration Health Assessment Centre, Nairobi, Kenya
Position Title: Office Clerk
Location: Nairobi, Kenya
Job Grade: G-3
Contract Type: Fixed-term, 1 year (with the possibility of extension)
Duty Station: Nairobi, Kenya
Application Deadline: 25th November 2024, 9:00 PM
The International Organization for Migration (IOM) is looking for a diligent and organized Office Clerk to join our Migration Health Assessment Centre (MHAC) in Nairobi, Kenya. This position plays a vital role in ensuring a smooth experience for clients seeking migration health assessments. If you have a passion for migration health services and a keen eye for detail, we encourage you to apply for this opportunity to be part of a global organization committed to humane and orderly migration.
Job Summary
The Office Clerk will support the daily administrative operations of the MHAC under the direct supervision of the Administrative Assistant Supervisor and the overall guidance of the Chief Migration Health Officer (CMHO). The role involves working in a dynamic, multicultural environment where you will assist clients, manage office files, provide clerical support to medical staff, and ensure smooth operations at every stage of the health assessment process. This position is ideal for individuals with experience in administrative roles within healthcare, NGOs, or international organizations.
Key Responsibilities
As the Office Clerk at MHAC, your main duties and responsibilities will include:
1. Client Assistance and Support
- Receive and guide clients to the appropriate department or staff members.
- Respond to client inquiries related to the health assessment process and refer them to the correct contacts or units when needed.
- Provide clients with necessary resources like brochures, bulletins, and information materials to help them navigate their assessment.
2. File and Document Management
- Enter, retrieve, and structure data from various sources, including office files and databases, ensuring accuracy and confidentiality.
- Present data in standard formats, dispatch files and documents to/from MHAC and designated labs, hospitals, or units.
- Establish and maintain office files and reference systems, organizing documents for easy access.
3. Clerical Support for Medical Staff
- Provide administrative assistance in preparing various technical documents and lists.
- Support the preparation of medical documents, such as photocopying reports, labeling samples, and organizing correspondence.
- Assist medical staff during physical examinations and history-taking sessions, and serve as a chaperone if required.
4. Meeting and Event Coordination
- Support the organization of internal meetings, workshops, and events by arranging meeting rooms and setting up other necessary facilities.
- Ensure the availability of office supplies, equipment maintenance, and other resources necessary for the smooth operation of MHAC activities.
5. Client Flow Management
- Help manage the flow of clients throughout the assessment stages, reducing crowding in waiting areas and redistributing clients to other stations when necessary.
- Ensure a well-organized and respectful client experience from start to finish.
6. Other Duties
- Perform additional duties as needed, including occasional translation or support tasks as they arise.
Required Qualifications
Education
- High school diploma or equivalent with at least two years of relevant work experience in an administrative, clerical, or support role.
Experience
- Minimum of two years of experience in a similar role, ideally within a migration health assessment or medical organization.
- Previous experience with NGOs, international organizations, or IOM operations is a strong asset.
- Ability to work independently with attention to detail and adherence to deadlines.
- Proficiency in Microsoft Office, particularly Word, Outlook, and Excel.
Skills
- Knowledge of basic medical terminology is desirable, as it will aid in supporting medical staff and preparing relevant documents.
Language Requirements
- Required: Proficiency in English and Kiswahili (oral and written).
- Desirable: Knowledge of Somali is an added advantage, though not mandatory.
Competency Framework
IOM’s competency framework outlines the values and competencies expected from all staff. For the Office Clerk role, the following competencies are essential:
- Inclusion and Respect for Diversity: Demonstrates respect for individual and cultural differences, encourages diversity and inclusion in the workplace.
- Integrity and Transparency: Upholds ethical standards, acting consistently with organizational principles and rules.
- Professionalism: Displays commitment, competence, and judgment in addressing daily challenges.
- Courage: Willing to take a stand on important issues.
- Empathy: Shows compassion and respect toward clients, creating a safe and respectful environment.
Core Competencies
- Teamwork: Works effectively with colleagues to achieve shared goals and objectives.
- Delivering Results: Committed to producing quality results on time and in line with agreed-upon standards.
- Managing and Sharing Knowledge: Proactively seeks to learn and share knowledge, contributing to continuous improvement.
- Accountability: Takes ownership of organizational priorities and personal actions.
- Communication: Clearly and effectively communicates information, fostering transparency and understanding.
Conditions of Employment
- Local Recruitment: This position is open only to candidates who currently hold a valid work and residence permit in Kenya.
- Medical Fitness: Appointment is contingent upon the candidate’s medical clearance and verification of residency and legal authorization to work in Kenya.
- COVID-19 Vaccination: All IOM personnel are required to be fully vaccinated against COVID-19.
- No Recruitment Fees: IOM does not charge fees at any recruitment stage, nor will we request information related to bank accounts.
Application Process
To apply, submit a complete application through the IOM online recruitment system. You can track your application status online.
For more information about IOM and other job opportunities, please visit IOM Careers and Job Vacancies.
Why Join IOM?
As an Office Clerk with IOM, you will be part of a global community dedicated to humane migration. Our Nairobi team plays a critical role in ensuring the health and safety of migrants, and as an Office Clerk, you will directly impact the efficiency and quality of migration health assessments. This position offers a supportive, inclusive environment and opportunities to grow in your career with IOM.
Don’t miss this opportunity to make a difference in the lives of migrants and refugees.
Apply now and join us in our mission to promote safe, orderly, and dignified migration.