Office Clerk – Nairobi, Kenya – 2024

Office Clerk – Nairobi, Kenya – 2024

• Position: Office Clerk
• Company: The International Organization for Migration (IOM)
• Location: Nairobi, Kenya
• Type of Job: Full-Time, Fixed-Term (1 year with possibility of extension)
• Salary Expectation: [Not Specified]
• Reporting to: Administrative Assistant Supervisor
• Application Deadline: November 25, 2024, 9:00 PM

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Introduction

Join the International Organization for Migration (IOM) and become an integral part of a mission-driven organization that helps shape global migration solutions. As an Office Clerk at the Migration Health Assessment Centre (MHAC) in Nairobi, Kenya, you will play a pivotal role in ensuring smooth operations while contributing to the health and well-being of migrants worldwide. This onsite role offers an exciting opportunity to grow within an international organization known for its dedication to excellence and impact.

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Key Responsibilities

• Client Support and Guidance: Greet and direct clients to the appropriate departments or staff, provide resources like brochures and bulletins, and answer client inquiries about the health assessment process or redirect them to appropriate units.
• Data Management: Enter, retrieve, structure, and update information from various sources while maintaining confidentiality. Dispatch files and documents between MHAC and designated laboratories, hospitals, or units.
• Administrative Support: Set up and maintain office files and reference systems following standard procedures. Provide clerical assistance, including preparing technical documents, photocopying medical reports, and labeling mail or samples.
• Medical Assistance: Support medical staff during physical examinations and history-taking processes, serving as a chaperone when required.
• Event and Workshop Coordination: Organize and administer meetings, workshops, and events, including arranging facilities and ensuring necessary materials are available.
• Crowd Management: Manage the flow of applicants through the health assessment process, ensuring waiting areas are organized and redirecting clients to reduce overcrowding.
• General Duties: Perform additional duties as assigned to support the efficient functioning of MHAC.

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Qualifications and Skills

Education

• Completed high school diploma or equivalent.
• Minimum of two years of professional experience in relevant roles.

Experience

• Experience assisting with IOM migration health assessment operations or in a similar role.
• Work experience with NGOs or international organizations is advantageous.
• Proven ability to work independently, meet deadlines, and pay attention to detail.
• Proficient in Microsoft Office applications, including Word, Outlook, and Excel.

Skills

• Strong knowledge of medical terminology.
• Excellent organizational, multitasking, and communication skills.
• Ability to thrive in a multicultural and fast-paced environment.

Languages

• Fluency in English and Kiswahili (oral and written) is required.
• Proficiency in Somali is desirable.

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Company Culture and Values

The International Organization for Migration (IOM) fosters an inclusive, diverse, and supportive work environment. Our values guide our daily interactions and underscore our commitment to global migration health initiatives:

• Inclusion and Respect for Diversity: We celebrate individual and cultural differences, fostering an inclusive work culture.
• Integrity and Transparency: Upholding the highest ethical standards, we act with integrity and transparency in all operations.
• Professionalism: Demonstrating composed, competent, and committed work ethics, we strive to deliver the best results daily.
• Accountability: We assume responsibility for achieving organizational priorities and fulfilling our commitments.

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Apply Now for Office Clerk

Ready to make a meaningful difference in the world? Join IOM as an Office Clerk in Nairobi, Kenya and be part of a global team driving positive change. Submit your application by November 25, 2024, 9:00 PM to begin your journey with us.

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Expert Tips to Be a Successful Applicant for the Office Clerk Position

1. Highlight Migration Health Experience
Showcase any experience with migration health assessments or related roles. Focus on responsibilities such as assisting clients, managing data, and providing clerical support.

Example Answer: “Facilitated smooth migration health assessments by managing applicant flow and handling sensitive medical data in an organized and efficient manner.”

2. Demonstrate Proficiency in Data Management
Detail your skills in handling information, ensuring accuracy, and maintaining confidentiality. Highlight specific tools like Microsoft Excel or Outlook.

Example Answer: “Utilized Excel for data organization and Outlook for effective communication with cross-functional teams, ensuring seamless operations.”

3. Emphasize Multilingual Skills
Fluency in English and Kiswahili is mandatory, while Somali is a valuable addition. Highlight your ability to communicate effectively with diverse clients.

Example Answer: “Provided multilingual support in English and Kiswahili, ensuring clear communication with clients during health assessments.”

4. Showcase Office Administration Expertise
Provide examples of managing office files, organizing meetings, and ensuring the availability of supplies.

Example Answer: “Coordinated workshop logistics, prepared technical documents, and maintained office supplies to support efficient operations.”

5. Highlight Event Coordination Experience
Describe your ability to plan and execute meetings, workshops, or events, ensuring all facilities are prepared.

Example Answer: “Successfully organized a three-day conference, managing room reservations, equipment setup, and attendee communications.”

6. Demonstrate Knowledge of Medical Terminology
Knowledge of medical terms is essential. Provide examples of how this skill has been applied in previous roles.

Example Answer: “Prepared and reviewed medical reports, ensuring the use of accurate terminology and adherence to organizational standards.”

7. Present Teamwork and Independence Skills
Balance examples of working collaboratively and independently. This demonstrates adaptability.

Example Answer: “Led a team project to restructure filing systems while independently managing daily administrative tasks.”

8. Create an ATS-Friendly Resume
Include specific keywords from the job description, such as “migration health,” “clerical support,” and “data entry,” to optimize for Applicant Tracking Systems (ATS).

9. Address Soft Skills in the Interview
Prepare to discuss soft skills such as empathy, communication, and professionalism using real-life examples.

Example Answer: “Handled a challenging client situation with empathy and professionalism, ensuring a positive outcome.”

10. Follow Instructions Precisely
Adhere strictly to application instructions, including submitting required documents by the deadline and tailoring your application to match the job description.

Example Answer: “Provided a tailored cover letter and organized resume highlighting migration health experience, ensuring compliance with all requirements.”

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Equal Opportunity Statement

IOM is an equal opportunity employer committed to attracting and retaining the best employees from all backgrounds. Only shortlisted applicants will be contacted.

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