VN 090/2026 Administrative Assistant

Position details

• Vacancy type: Vacancy Notice
• Recruiting type: General Service
• Contract type: Fixed-term (1 year with possibility of extension)
• Initial contract duration: One year fixed-term with possibility of extension
• Office or unit: MAC
• Location: Manila, Philippines (the)
• Application deadline: 2026-09-13T15:59:00+00:00

Context

Under the direct supervision of the OHU Senior Administrative Officer, Occupational Health Unit Manila (OHU MAC), in coordination with the OHU National Medical Admin Officer and in consultation with the Chief Medical Officer of the Occupational Health Unit Geneva (OHU Geneva) and the Director of the Manila (Global) Administrative Center, the successful candidate is responsible for the management of all sick leaves for Field staff and Professionals within OHU’s population – validation in PRISM, request documentation, provide guidance on the process of sick leave request for approval; Management of Prolonged sick leaves; Coordination with HR Timekeeper for recording; Data gathering Preparing statistics of SLs, responsible for scanning and uploading of medical files, maintaining and updating of medical records, receiving, opening and recording of mails, other administrative and secretarial functions of the unit. The successful candidate is bound by the code of medical confidentiality in respect to all information related to the work.

Responsibilities

1. Process all sick leaves of staff that belonging to OHU MAC population as well as all staff.

• Validate all certified sick leaves registered in PRISM b) Ensure that all staff, report and document all their sick leave for both occupational and nonoccupational events.
• Request and ensure that supporting documents are received in a timely manner.
• Coordinate and endorse to HR all approved certified SLs in PRISM for proper recording.
• Answer and provide guidance to all SL related queries and concerns and ascertain staff adhere to the Sick leave policy.

• Monitor recurrent SL patterns and coordinate with OHU Medical officer for further medical investigation/assessment.

   

2. Identify new cases of prolonged sick leaves

• Pick up prolonged sick leave/potential prolonged sick leave cases and enter in the table of PSL
• Monitor and follow up cases on a monthly basis for proper recording of certified sick leaves
• Ensure that each staff is updated with the required medical certificate and medical reports
• Make sure all leaves are validated and coordinate with HR as well as Insurance unit Geneva for proper recording of SLs, monitoring of leave balance and salary charges
•  Update the PSL table on a monthly basis and share with OHU in Geneva as well as Insurance unit Geneva so appropriate action can be taken on a possible IME referral, a possible disability benefit, or guidance on a slow return to work.
• Provide assistance to OHU Medical Officer or, Chief of OHU Geneva on review of cases: 
  • Create summary of reports received. • Create chronological order of staff connecting with OHU (communications,submission)
  • Collate and share all repots, certificates and medica results.
• Coordinate with HR focal/Timekeeper on staff’s available leave balance.

3. Maintain IOM staff record and Filing system in appropriate, secured storage locations.

• Ensure that all medical documents of Staff within OHU Manila population are scanned, uploaded in the Occupational database and placed in their respective binders.
• Upload processed pdf files as they come (Medical exams)
• Update and sort staff medical files on regular basis, identifying those that are no longer active, separated, transferred or retired, needed archiving or destruction.

4. Generate data and other information on SLs required for year-end reports and other statistical reports.

5. Provide backup support in the absence of other Administrative assistant to maintain continuous workflow processes of the unit.

6. Perform other OHU Administrative functions.

• Collaborate with cross-functional teams such as HR Personnel from different missions and update them with the latest developments and information that are related to medical and occupational health. 
• Provide necessary guidance and assistance to staff members on medical exam procedures and on queries pertaining to medical or non-medical related matters.
• Provide insights and support in improving processes in OHU

7. Receive mails and ensure that all mails addressed to OHU Manila are dated, recorded, sorted and distributed to other colleagues or other units. 

8. Any other related duties as may be assigned.

Qualifications

EDUCATION

• University degree in Nursing, or a related field from an accredited academic institution, with three (3) 
  years of relevant professional experience; or
• Completed High School degree from an accredited academic institution, with five (5) years of relevant
  professional experience.
• Certification from a nursing board is an advantage.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

EXPERIENCE

• Relevant experience in administrative work; medical administration.
• Experience working with minimum supervision.

SKILLS

• High level of computer literacy.
• Experience with HR IT systems and applications an advantage.

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 2

• 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.

Notes

Please refer to this link for guidance on IOM Job Category.

1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
2. This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
3. Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.
4. IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
5. IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
6. IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.
7. No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies