VN 075/2026 Sr. Administrative Associate (Multiple Positions)

Job Description

Underthedirectsupervision oftheOHUSeniorAdministrative Officer, OccupationalHealthUnitGlobal Shared Services Center (OHUGSSC) and in coordination with theChief Medical Officer of the Occupational Health Unit Geneva (OHU Geneva) andtheDirectorof the Global Shared ServicesCenter (GSSC, Manila).

The Senior Administrative Associate will be accountable for overseeing and coordinating the end-to-end administrative processes related to the following services for Professional Staff, General Service, National Officer , and non-staff personnel for the IOM Regional Offices.

• Entry-on-Duty (EOD) and Annual Medical Examinations (AME)

• Medical travel clearance 

• Case management support for prolonged sick leave, disability-related cases, workplace accommodations, medical evacuations, dependency-related medical benefits, maternity-related occupational health matters, and other complex occupational health cases requiring cross-functional coordination with various units 

This also includes review of medical documentation for completeness and accuracy, in coordination with medical providers and OHU Medical Officers while ensuring compliance with organizational medical protocols, confidentiality standards, and established service delivery timelines. Maintaining sensitive medical records within the United Nations EarthMed Occupational Health System, and facilitating timely communication and recommendations to relevant stakeholders.

Responsibilities

Regional Coordination of Medical Examinations

1. Coordinate the end-to-end administration of Entry-on-Duty (EOD), Annual Medical Examinations (AME), and other occupational health assessments for Professional Staff, General Service staff, National Officers, and non-staff personnel across all IOM Regional Offices globally. 

2. Validate medical documentation to support completeness, accuracy, consistency, and compliance with established OHU medical protocols and organizational requirements prior to submission to OHU Medical Officers for review and clearance. 

3. Facilitate timely coordination between staff members, healthcare providers, HR focal points, Personnel Administration Units, and OHU Medical Officers to support efficient processing of medical evaluations and fitness-for-duty determinations. 

4. Maintain the accurate, timely, and confidential communication of medical clearance outcomes, medical recommendations, and follow-up requirements to relevant stakeholders. 

5. Provide technical guidance and administrative clarification to staff members and administrative focal points regarding medical examination procedures, occupational health requirements, and follow-up actions. 

6. Maintain, safeguard, and systematically organize confidential medical and occupational health records within the United Nations EarthMed Occupational Health System and other authorized platforms, supporting accurate data management in strict compliance with data privacy regulations, medical confidentiality principles, and IOM policies. 

7. Monitor service delivery timelines, identify operational bottlenecks and suggest improvements to workflow efficiency and quality within OHU processes. 

8. Contribute operational information and recommend process improvement initiatives within the Occupational Health Unit to support informed decision making and service delivery standards.

Travel Health Advisory and Medical Clearance

1. Coordinate medical travel clearance processes for staff members, professionals, non-staff personnel, and escorts by applying current medical protocols depending on travel destinations in accordance with the latest United Nations Disease Outbreak Notifications (UNDON) to support timely travel clearance. 

2. Closely collaborate with OHU Medical Officers in the review, evaluation, and issuance of medical travel clearances in accordance with established occupational health standards, organizational policies, and medical protocols. 

3. Monitor compliance with mandatory vaccination, immunization, and travel health requirements, supporting completion of destination-specific medical prerequisites prior to official travel. 

4. Provide administrative guidance to staff members on travel health procedures, required documentation, medical advisories and established occupational health requirements for official travel such as temporary duty travel (TDY), short-term assignments (STA), emergency deployments, and mission travel. 

5. Support communication activities that promote staff awareness and preparedness regarding destination-related health risks and contribute to initiatives aimed at strengthening duty-of-care and workforce health protection measures. 

6. Coordinate urgent and complex travel-related occupational health cases requiring specialized administrative support and liaison with relevant stakeholders in accordance with established procedures.

Data Management, Reporting, and Analytics

1. Compile, consolidate and validate occupational health information to support monthly, mid-year, and annual reporting requirements. 

2. Prepare comprehensive OHU GSSC production statistics, dashboards, operational reports and reporting summaries to support occupational health service activities across regions. 

3. Maintain the integrity, accuracy, consistency, and confidentiality of occupational health information used for operational reporting and organizational records.

4. Prepare specialized reports and information related to occupational health services, including but not limited to maternity-related cases, prolonged sick leave trends, travel health clearances, ergonomics, disability-related support, and workforce health indicators requested by OHU Geneva and senior management team. 

5. Review operation information, identify reporting issues and recommend evidence-based improvements to reporting processes, workflow systems, and service delivery processes. 

6. Support the improvements of digital reporting tools, records management systems, and operational monitoring processes through testing, documentation and , if applicable, user feedback.

Prolonged and Recurring Sick Leave Administration and Case Coordination

1. Administer and monitor Prolonged Sick leave (PSL), potential PSL cases, and recurring sick leave cases within the United Nations EarthMed Occupational Health System, supporting timely case creation, documentation, and follow-up. 

2. Conduct regular monitoring and validate certified sick leave records in accordance with organizational requirements to maintain accurate case information within relevant systems. 

3. Coordinate with staff members, HR focal points, timekeepers, and medical providers to facilitate timely submission and follow-up of required medical certificates, medical reports, and supporting documentation. 

4. Monitor staff leave balances and projected exhaustion dates when necessary and facilitate coordination with relevant stakeholders to support appropriate case management actions. 

5. Maintain and regularly update PSL monitoring tables and case tracking systems for reporting to OHU Geneva and OHU senior management team. 

6. Provide specialized administrative and operational support to OHU Medical Officers and the Chief Medical Officer by coordinating documentation and case administration for complex or sensitive occupational health cases, including: 

   1. Preparing consolidated case summaries and chronologies; 

   2. Organizing and compiling medical documentation and correspondence; 

   3. Monitoring staff engagement, submissions, and case progression; 

   4. Supporting documentation reviews related to potential Independent Medical Examinations (IME), disability benefits, fitness-for-duty evaluations, or return-to-work arrangements. 

7. Assist in facilitating coordinated return-to-work and workplace accommodation processes in collaboration with HR and OHU Medical Officers where applicable.

Occupational Health Case Management Support

1. Provide administrative coordination, monitoring, and case management support for occupational health-related matters, including but not limited to:

• Medical travel clearances and restricted duty station reviews; 

• Medical insurance coverage outside duty station; 

• Medical evacuation and medical referral coordination; 

• Dependency-related medical benefits, including Special Education Grant (SEG) and Disability Child Allowance (DCA); 

• Maternity confirmation and occupational health documentation; 

• Ergonomic assessments, workplace accommodations, and work restrictions; 

• Fitness-for-duty and occupational health evaluations; 

• Other complex occupational health and administrative cases referred to OHU. 

1. Maintain confidential and timely administrative handling of occupational health cases in a professional manner through effective coordination with internal and external stakeholders.

Operational Support Coordination

1. Serve as a key administrative focal point for occupational health-related enquiries by providing procedural guidance and coordinating responses with relevant stakeholders (i.e staff members, HR personnel, administrative units, etc.) across all regions. 

2. Coordinate closely with HR focal points and administrative counterparts globally to support alignment with occupational health policies, procedures, and organisational requirements. 

3. Provide cross-functional backup support during periods of increased workload within the OHU administrative team for continuity of operations and uninterrupted service delivery. 

4. Support onboarding, knowledge-sharing, and process orientation activities for new administrative personnel within OHU, when required. 

5. Review administrative workflows and Standard Operating Procedures (SOPs), and recommend improvement initiatives to support efficiency, compliance, quality assurance, and service excellence. 

6. Resolve administrative issues within the scope of occupational health administration by applying established procedures and exercising sound judgement.

Digital Health Records Management

1. Administer and maintain digital health records management systems, ensuring the accuracy, integrity, accessibility, and timely updating of occupational health databases utilized for staff health monitoring, incident tracking, medical case management, and compliance reporting across the Organization.

2. Maintain and safeguard the accuracy, confidentiality, and security of all sensitive health information in compliance with organizational policies and established data protection requirements.

3. Coordinate and support the systematic migration, consolidation, retrieval, validation, and recovery of medical and occupational health records within the United Nations EarthMed Occupational Health System, supporting completeness, consistency, and integrity of data throughout all stages of records management and digital archiving processes. 

4. Provide administrative support and contribute operational input to occupational health planning initiatives and regional coordination activities within the scope of assigned responsibilities. 

5. Perform such other relevant duties as maybe assigned. 

Qualifications

EDUCATION

• Bachelor’s degree in Business Administration, Social Sciences, Health Sciences or a related field from an accredited academic institution with more than four years of relevant work experience; or

• High school diploma with more than six years of relevant work experience. 

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

EXPERIENCE

• Demonstrated experience in providing administrative work.

• Experience in medical administration of occupational health, an advantage 

• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage. 

SKILLS

• Ability to use own initiative and work under pressure with minimum supervision;

• High level of computer literacy in Word, Excel, PowerPoint, and Internet applications;

• Attention to detail and ability to organize

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.

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.

Required Skills

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