Job Title: Administrative Assistant – MHAC (Maternity Cover)
Job Identification 23652
Location: Lagos, Nigeria
Contract Type: Special Short Term Graded (Up to 9 months)
Initial Contract: Duration 6 Months
Org Type: Country Office – Sub Office
Vacancy Type: Special Vacancy Notice
Recruiting Type: General Service
Grade: G-4
Responsibilities
- Maintain various internal office administrative support procedures such as document tracking, filing, archiving and monthly reporting.
- Assist in maintaining order in the e-archiving system for medical files, blood test results and follow-ups.
- Prepare mail out lists for the embassies; liaise with the embassies regarding the processing status of immigrants and dispatch of the documents.
- Set up and maintain an orderly storage system for Chest X-rays and keep hard copies of medical documents (informed consent, radiologist’s report, sputum smear results, pregnancy test results etc.).
- Photocopy and scan medical documents as necessary.
- Suggest improvements to strengthen internal control mechanisms; provide inputs for new procedures to complement or to improve existing instructions/standard operating procedures in order to achieve streamlined efficiencies.
- 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.
- Provide feedback on staff allocation to the various units within the MHAC.
- Maintain an inventory and organize timely, cost-effective and appropriate procurement and storage of stationaries, IT equipment and consumables, hygiene products, medical supplies and equipment, as needed for the MHAC.
- Coordinate the acquisition, renovation, refurbishment and regular maintenance of the MHAC facility with the MHAC Supervisor.
- Assure correctness of travel authorization and advise on allowances for staff members leaving on duty travel.
- Perform such other duties as may be assigned.
Required Qualifications and Experience
Education:
- Bachelor’s Degree in Administration Management/ Medical Administration or a related field from an accredited academic institution with at least two years of relevant working experience.
- Accredited Universities are those listed in the UNESCO World Higher Education Database.
Experience:
- Two years relevant professional experience, preferably in administrative support or similar roles.
- Working with refugees/migrants in a medical setting is an advantage.
- Previous working experience with NGOs or international organizations is an advantage.
- Demonstrate accuracy in handling and reporting data.
Skills:
- Proficiency in computer applications (MS Word, Excel, Outlook, etc.)
- Demonstrated ability to plan and coordinate logistical arrangements.
- Demonstrated ability to multi-task, prioritize, and manage time effectively.
- Outstanding verbal and written communication skills and ability to present ideas in a user-friendly language.
- Ability to work in multicultural and multi-ethnic environments.
- Ability to work quickly and accurately and pay attention to detail.
- Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.
Languages:
- All IOM staff members in all categories are required to be fluent in one of the IOM’s official languages (English, French, Spanish).
- For this position, fluency in English is required (oral and written).
- Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.
Required Competencies:
- IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.
Values – all IOM staff members must abide by and demonstrate these five values:
- Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
- 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.
- Courage: Demonstrates willingness to take a stand on issues of importance.
- Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.
Core Competencies – behavioural indicators Level 1:
- 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 actions and delegated work.
- Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
Application Closing Date
17th November, 2026, 11:59 PM.
Method of Application
Interested and qualified candidates should apply below USING APPLY ONLINE NOW BUTTON