Sr. Administrative Associate (Multiple Positions)

The Senior Administrative Associate is responsible for overseeing and coordinating end-to-end administrative processes related to occupational health services for IOM Regional Offices globally. This includes managing medical examinations, travel health clearances, case management support for prolonged sick leave and other occupational health cases, data management, reporting, and operational support within the Occupational Health Unit.

Responsibilities

• Coordinate the end-to-end administration of Entry-on-Duty (EOD), Annual Medical Examinations (AME), and other occupational health assessments for staff across all IOM Regional Offices globally.
• Validate medical documentation for completeness, accuracy, and compliance with OHU medical protocols.
• Facilitate coordination between staff, healthcare providers, HR focal points, and OHU Medical Officers for medical evaluations and fitness-for-duty determinations.
• Maintain confidential communication of medical clearance outcomes and recommendations.
• Provide technical guidance and administrative clarification regarding medical examination procedures and occupational health requirements.
• Maintain and safeguard confidential medical and occupational health records within the United Nations EarthMed Occupational Health System.
• Monitor service delivery timelines and suggest workflow improvements.
• Contribute operational information and recommend process improvements within the Occupational Health Unit.
• Coordinate medical travel clearance processes applying current medical protocols and United Nations Disease Outbreak Notifications.
• Collaborate with OHU Medical Officers in review and issuance of medical travel clearances.
• Monitor compliance with vaccination, immunization, and travel health requirements.
• Provide administrative guidance on travel health procedures and documentation.
• Support communication activities promoting staff awareness of health risks and duty-of-care measures.
• Coordinate urgent and complex travel-related occupational health cases.
• Compile and validate occupational health information for reporting requirements.
• Prepare OHU GSSC production statistics, dashboards, and operational reports.
• Maintain accuracy and confidentiality of occupational health information for reporting and records.
• Prepare specialized reports on occupational health services and workforce health indicators.
• Review operational information and recommend improvements to reporting and service delivery processes.
• Support improvements of digital reporting tools and records management systems.
• Administer and monitor prolonged and recurring sick leave cases within the EarthMed system.
• Validate certified sick leave records and coordinate submission of medical documentation.
• Monitor staff leave balances and facilitate case management actions.
• Maintain PSL monitoring tables and case tracking systems for reporting.
• Provide administrative support for complex occupational health cases including documentation and case summaries.
• Assist in return-to-work and workplace accommodation processes.
• Provide administrative coordination and case management support for various occupational health matters including medical travel clearances, medical insurance, medical evacuation, dependency-related benefits, maternity documentation, ergonomic assessments, fitness-for-duty evaluations, and other complex cases.
• Maintain confidential and timely handling of occupational health cases.
• Serve as key administrative focal point for occupational health enquiries and coordinate responses.
• Coordinate with HR focal points and administrative counterparts globally to support policy alignment.
• Provide cross-functional backup support within OHU administrative team.
• Support onboarding and knowledge-sharing for new administrative personnel.
• Review administrative workflows and SOPs and recommend improvements.
• Resolve administrative issues within occupational health administration.
• Administer and maintain digital health records management systems ensuring accuracy and confidentiality.
• Coordinate migration, consolidation, retrieval, validation, and recovery of medical and occupational health records.
• Provide administrative support to occupational health planning initiatives and regional coordination activities.
• Perform other relevant duties as assigned.

Requirements

• 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.
• 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.
• 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.

Skills

• General Administrative Work
• Medical Administration
• Occupational Health Support
• Case Management
• Data Management
• Reporting
• Operational Support
• Medical Examinations Coordination
• Travel Health Clearances
• Word
• Excel
• Power Point
• Internet Applications

Languages

English