Terms of Reference
I. Position Information
Position title
Position grade
Duty station Receptionist and Custom Care Assistant
G3/01
Kinshasa, DRC
Seniority band:
Job family:
Organizational unit:
Position number
Position rated ¨
Subject to rotation 4
Migration Health Assessment and Travel Health Assistance
MHD
SVN 2015-12-RDC
No
No
Duration Six month (renewable)
Reporting directly to National Migration Health Officer, Kinshasa DRC
Overall supervision by Chief of Mission, IOM DRC
Managerial responsibility No
Directly reporting staff 0
II. Organizational Context and Scope
Under the general supervision of the IOM DRC Chief of Mission in Kinshasa and the direct supervision of the National Migration Health Officer in Kinshasa, the Receptionist and Customer Care Assistant will provide administrative support to activities related to migration health assessments and travel health assistance. In particular, he/she will:
III. Responsibilities and Accountabilities
Ensure reception area is well organized and presentable at all times;
Receive calls from applicants and provide concise information on migration health assessment processes including but not limited to: (a) modalities of examination fee payment; (b) valid identification documents to carry and present during examination; ( c) children to accompany parents and guardians for health assessments; and ( d) direction of the migration health assessment site.
Give applicants appointment date and time for migration health assessment;
Obtain telephone contacts of the applicants when making appointments for purposes of contacting and reminding them later for their appointments;
Contact and remind applicants of their appointment at least one day before the appointment date;
Prepare, print and submit daily migration health schedules to the clinical staff;
Receive and welcome warmly applicants reporting for migration health assessment, verify appointment dates, verify valid identification documents, verify bank payment slips and direct them to the next stage of migration health assessment;
Contact applicants who are “no shows” for their appointment and inform them of the next available appointment date;
Record and distribute mails, parcels and other documents to staff concerned;
Receive, assess and refer telephone and personal enquires to staff concerned;
Assist with registration and data entry activities,
Assist with inventory management; and
Perform any other duties as may be assigned by the supervisor.
IV. Competencies
The candidate is expected to demonstrate the following technical and behavioural competencies
Behavioural
Takes responsibility and manages constructive criticism;
Works effectively with all clients and stakeholders;
Promotes continuous learning and communicates clearly;
Takes initiative and drives high levels of performance management;
Plans work, anticipates risks and sets goals within area of responsibility;
Displays mastery of subject matter in area of responsibility;
Contributes to a collegial team environment;
Creates a respectful office environment free of harassment and retaliation, and promotes the prevention of sexual exploitation and abuse (PSEA);
Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation;
Technical
Good computer literacy on Microsoft Office;
Skills in operating personal computer, on-line computer terminal, printers, fax machine, scanner, photocopier and other office equipments necessary;
Excellent computer skills on Microsoft applications.
V. Education and Experience
At least Diploma in secretarial training or training in relevant area;
At least three years of responsible general office and front desk activities;
Ability to work as part of a multi-cultural team;
Ability to work under tight schedules.
Work experience with UN agencies and international organizations is added advantage.
VI. Languages
Required
French (written and spoken) Fluent
English (written and spoken) Fluent
Applications (CV or P11, a letter typed copies of diplomas and certificates of service provided) can be sent to the following email address: [email protected] before July 27, 2015, with the Reference: SVN- 2015 -12-DRC.
The Personal History form (PHF) is available on the IOM DRC’s website: www.drcongo.iom.int under the section ” vacances de postes’.
No applications will be received physically.
