Medical Data Processing Assistant at International Organization for Migration (IOM)


Open to Internal and External Candidates

      Position Title

Medical Data Processing Assistant

      Organizational Unit

 MHD Department

      Duty Station

 IOM Kigali, Rwanda


General Service Staff, Grade G4 (UN Salary Scale for GS staff)

    Type of Appointment

One Year Fixed term with the possibility of extension

      Estimated Start Date

 As soon as possible

      Closing Date

 December 04, 2019


      Reference Code

 VN2019/19 – RW

 Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to a diverse and inclusive environment. Applications from qualified female candidates are especially encouraged. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered first-tier candidates


 Under the overall supervision of the Chief of Mission and the direct supervision of the Migration Health Officer, the incumbent will be responsible for managing and processing migrant’s medical data and providing periodic statistical reports.

Core Functions / Responsibilities:

  1. Generate and Print medical forms for Health assessment.
  2. Plan/Schedule medical activities in coordination with the chief medical officer.
  3. Share MHD requests to OPS when needed.
  4. Perform data entry of medical information into MiMOSA when required.
  5. Carry out data reconciliation, data quality control and timely reporting including the Centre for Disease Control (CDC) TB indicators for the TB treatment module.
  6. Collaborate with the Nairobi MHD data team to harmonize data activities.
  7. Encoding of data and information, timely update of the Pre-departure/Pre-impartation Medical Screening (PDMS) database and generate regular and ad-hoc reports
  8. Generate Enhanced Medical notification for USRAP departing individuals and Advanced medical notification for all other medical assisted departures.
  9. Coordinate with a responsible colleague the timely updating of the quality control of all X-ray re-reading reports in databases and generate monthly reports
  10. Update MiMOSA for “mailout” of cleared DS forms that are returned to OPE and generate the related list.
  11. Update MHD Data processing SOPs In co-ordination with National Migration Health physician,
  12. Work as a focal person for the teleradiology and back up IT for the clinic.
  13. Assist with the medical file uploading and processing
  14. Maintain and timely update the Incidents and Events Databases
  15. Perform any other related duties that may be assigned from time to time

Required Qualifications and Experience


  • High school diploma in Information Systems Management from an accredited educational institution with 4 years of relevant professional experience; or
  • Bachelor’s Degree in information systems management and Database Applications with 2 years of relevant professional experience.


  • Experience in data encoding and reporting, data capturing and data management especially in health/clinical settings.
  • Knowledge in data processing and analysis especially SPSS, SQL, and Access
  • Knowledge of programming is an advantage
  • Proficiency in Microsoft Office Applications
  • Training and experience in TB, HIV, STDs and other communicable diseases testing is an added advantage.
  • Mature individual, able to work independently, effectively and harmoniously with colleagues from varied cultures and professional backgrounds at all levels.
  • The tolerant individual with the ability to work with migrants at all ages and from different background and with flexibility and ability to work on overtime, when requested
  • Capable of working under stressful and difficult conditions.
  • Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities.
  • Previous work experience with an international organization and NGOs dealing with refugees would be a strong advantage


Fluency in English is required. Knowledge of French and Kinyarwanda is an added advantage

 Required Competencies

The incumbent is expected to demonstrate the following values and competencies:


  • Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
  • Integrity and transparency maintain high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
  • Professionalism: demonstrates the ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies – behavioral indicators level 1


  • Establishes strong relationships with colleagues and partners; relates well to people at all levels.
  • Is fully aware of the team’s purpose, respects and understands individual and collective responsibilities.
  • Willingly puts in extra effort without being asked and adopts a “hands-on” approach whenever necessary to achieve team objectives.
  • Coordinates own work with that of the team to meet agreed on priorities and deadlines.

Delivering results:

  • Produces quality results and provides quality services to clients.
  • Meets goals and timelines for delivery of products or services.
  • Manages time and resources efficiently, monitoring progress and making adjustments as necessary.
  • Shows understanding of own role and responsibilities in relation to expected results.

Managing and sharing knowledge:

  • Keeps abreast of new developments in own field of competence and creates opportunities for knowledge management initiatives.
  • Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.
  • Puts new learning into practice and draws on diverse sources of ideas and inspiration.
  • Contributes to the identification of improvements to work processes and assists in implementing them.


  • Accepts personal responsibility for quality and timeliness of work.
  • Takes ownership of all responsibilities within own role and honors commitments to others and to the Organization.
  • Operates in compliance with organizational regulations and rules.
  • Accepts and gives constructive criticism; acknowledges and corrects mistakes and apply lessons learned for improvement.       


  • Presents information using language and sequence of ideas that is easy for recipients to understand.
  • Adapts communication to the recipient’s needs, asks questions to clarify, and exhibits interest in having two-way communication.
  • Encourages others to share their views, using active listening to demonstrate openness and to build an understanding of different perspectives.
  • Listens carefully and genuinely to the views and positions of others; acts on the received information.


An appointment will be subject to certification by the Organization’s (IOM’s) Medical Officer, based on medical examination(s), that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the Government of Rwanda, where applicable.

This application is open to all Rwandese citizen and any other foreign national as long as such an applicant has a right of residence and right to work in Rwanda at the time of application (IOM will not be responsible in securing such Visas or authorizations from the Government of Rwanda, any applicant of foreign nationality must provide authentic certification from Government of Rwanda in regard to right of residency and right to work in Rwanda at the time of application).

Interested candidates are invited to submit their applications by completing the attached form and sent it to by 04 December 2019 at the latest, referring to this advertisement.

The subject of your e-mail MUST indicate the reference code, the Position title as well as candidate’s names

In order for an application to be considered valid, IOM will only accept applications which should include a completed Personnel History Form (please download and fill it) and an application letter (not more than one page)

Only shortlisted candidates will be contacted.

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