General Functions:

Under the overall supervision of the of the Migration Health Physician based in Istanbul (the coordinator of Migration Health Assessment Centre Istanbul) for technical matters and under overall supervision of the Chief Medical Officer in 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 Istanbul, Turkey

Major Duties and Responsibilities:

The Data Processing Assistant provides information, relevant to Health Assessment Programs, Applicant processing and other IOM services to the migrants.

He/she

Scheduling and Call Centre overall duties:

1. Provide migrants’ information regarding health assessments by phone;
2. Coordinate with embassies, UNHCR, Operation unit, and other IOM missions to schedule migrants for health assessment, Pre-Departure Medical Procedures, Pre-Embarkation Check and other medical procedures.
3. Make phone calls to migrants to inform medical procedures and collect required medical information for scheduling
4. Register the migrants in the IOM database, schedule and confirm medical appointments and receive and communicate messages for medical staff and beneficiaries;
5. Prepare master lists of migrants scheduled for health assessment processing and submit them to respective service providers / relevant persons as required;
6. Maintain daily statistics related to health assessments, and update the records; and,
7. Contribute to customer satisfaction evaluation management.

Reception and Data Entry overall duties:

1. Perform all the necessary data processing activities of the Migration Health Assessment Centre (MHAC), such as:
   • receiving and explaining the registration process to applicants;
   • checking applicant’s identity;
   • entering bio-data of the applicants in the appropriate platform;
   • taking photos using webcam and loading the image to the appropriate platform; and,
   • printing of medical forms, consent forms and other necessary documents.
2. Receive all completed medical examination forms, x-rays and other documents from Country Offices or Panel Physicians while updating the reception of the same in the database and forward for quality check before clearance, if applicable;
3. Electronically transfer completed medical files to counterparts, and facilitate medically assisted movements in a way medical confidentiality is maintained in compliance with IOM Data Protection Principles;
4. Transmit completed medical forms, DNA packages and other medical documents either by electronic means or by courier services to the various partners. Ensure 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;
5. File incoming/outgoing letters, reports, memoranda, emails faxes as well as IOM documents and forms related to IOM medical issues;
6.   Check, print and make photocopy of bank deposit slips (or other proof of payment). Regularly submit these photocopies to the Administrative/Finance Assistant; and,

Data management duties;

1. Maintain and produce statistical data on timely basis commensurate to the needs and demands of Health Assessment Programmes
2. Conduct Quality Check of data entry in IOM database on regular basis
3. Maintain tracking lists and conduct weekly pipeline checks for quality management of Health Assessment Programmes
4. Monitor medical movements and Advance Booking Notifications, and provide timely assistance to CMO and Pre-Departure Medical Screening team for medically assisted movements 

Administrative and other programme support duties;

1. Verify reimbursement invoices against IOM database or supporting documents, and prepare PRF by allocating adequate WBS in coordination with Resource Management Officer and medical administrative assistant
2. Maintain medical escort roster and make medical escort arrangement upon CMO’s instructions in coordination with Medical and Operation units. It includes logistic supports, preparing ME documents, and communication and coordination with ME. 
3. Provide back up support to Senior Medical Administrative Assistant for MHD related logistics, procurement and financial matters
4. Help to Maintain IT network and equipment in IOM Medical Unit in coordination with IT department
5. Provide technical support to the medical staff including troubleshooting, software and hardware installation with the guidance of the senior IT.
6. Conduct IT related orientation to other staff/users.
7. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education:

• University Degree with at least three years of relevant working experience; or,
• Certificate in IT/Data entry or IT related background is an advantage;

Experience:

• At least two years’ experience in computer data entry, elaboration and analysis or in a call centre in a busy institution, preferably a medical one;
• Typing speed of at least 60 words per minute;
• High computer literacy in Windows and MS Office is mandatory, knowledge of web page design would be an asset;
• 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 in Turkish and English is required.
• Working knowledge of Arabic is advantageous.

Required Competencies

The incumbent is expected to demonstrate the following values and competencies:

Values

• Inclusion and respect for diversity:

Shows respect and sensitivity towards gender, culture, ethnicity, religion, sexual orientation, political conviction and other differences.

• Encourages the inclusion of all team members and stakeholders while demonstrating the ability to work constructively with people with different backgrounds and orientations.

• Promotes the benefits of diversity; values diverse points of view and demonstrate this in daily work and decision making.

• Challenges prejudice, biases and intolerance in the workplace.

• Integrity and transparency:

Upholds and promotes the Standards of Conduct and Unified Staff Regulations and Rules.

• Delivers on commitments; manages the organization’s resources reliably and sustainably.

• Embraces and encourages transparency, balancing this with the need for discretion and confidentiality as appropriate.

• Maintains impartiality and takes prompt action in cases of unprofessional or unethical behaviour.

• Does not abuse one’s position and acts without consideration of personal gain. Is motivated by professional rather than personal concerns.

• Professionalism:

Demonstrates professional competence and mastery of subject matter and willingness to improve knowledge and skills.

• Seeks to raise professional standards in self and others through daily work and activities.

• Adapts quickly to change and is decisive and versatile in face of uncertainty.

• Shows self-control and persistence when faced with difficult problems and remains calm in stressful situations.

• Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.

Core Competencies –

• Teamwork: Establishes strong relationships with colleagues and partners; relates well to people at all levels.

• Is fully aware of the team purpose, respects and understands individual and collective responsibilities.

• Willingly puts in extra effort without being asked and adopts a "hands-on" approach whenever necessary to achieve team objectives.

• Coordinates own work with that of the team to meet agreed priorities and deadlines.

• Delivering Results:

•Produces quality results and provides quality services to clients.

• Meets goals and timelines for delivery of products or services.

• Manages time and resources efficiently, monitoring progress and making adjustments as necessary.

• Shows understanding of own role and responsibilities in relation to expected results.

• Managing and sharing knowledge:

•Keeps abreast of new developments in own field of competence and creates opportunities for knowledge management initiatives.

• Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.

• Puts new learning into practice and draws on diverse sources of ideas and inspiration.

• Contributes to the identification of improvements to work processes and assists in implementing them.

• Accountability:

•Accepts personal responsibility for quality and timeliness of work.

• Takes ownership of all responsibilities within own role and honours commitments to others and to the Organization.

• Operates in compliance with organizational regulations and rules.

• Accepts and gives constructive criticism; acknowledges and corrects mistakes and apply lessons learned for improvement.

• Communication:

•Presents information using language and sequence of ideas that is easy for recipients to understand.

• Adapts communication to the recipient’s needs, asks questions to clarify, and exhibits interest in having two-way communication.

• Encourages others to share their views, using active listening to demonstrate openness and to build understanding of different perspectives.

• Listens carefully and genuinely to the views and positions of others; acts on received information.

Other:

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.

Please be advised that this is a local position and as such only applications from candidates with a valid residence / working permit residing in Turkey will be considered.

How to Apply:

Interested candidates are requested to submit their application including the most recent CV with a cover letter in English with contact details (name, position, phone and e-mail details) of three references by indicating  name of the position applied with its VN number in the subject line of the e-mail by the end of  25 October 2019.

Please note that only shortlisted candidates will be contacted.