VN 090/2026 Administrative Assistant

IOM - UN Migration; Metro Manila; On-site; PHP 500,000 - 700,000; Full time

Job summary

IOM - UN Migration in Manila is seeking an Administrative Officer to manage sick leaves for Field staff and Professionals within OHU Manila, handling validation in PRISM, documentation, and guidance on sick leave processes. The role also covers prolonged sick leaves, coordination with HR Timekeeper for recording, data gathering, and maintaining medical records with strict confidentiality.

Successful candidate will perform mail handling, filing, and secretarial tasks for OHU Manila and

Responsibilities

• Process all sick leaves of staff that belonging to OHU MAC population as well as all staff.
• Validate all certified sick leaves registered in PRISM; ensure that all staff report and document all their sick leave for both occupational and nonoccupational events.
• Request and ensure that supporting documents are received in a timely manner.
• Coordinate and endorse to HR all approved certified SLs in PRISM for proper recording.
• Answer and provide guidance to all SL related queries and concerns and ascertain staff adhere to the Sick leave policy.
• Monitor recurrent SL patterns and coordinate with OHU Medical officer for further medical investigation/assessment.
• Identify new cases of prolonged sick leaves
• Pick up prolonged sick leave/potential prolonged sick leave cases and enter in the table of PSL
• Monitor and follow up cases on a monthly basis for proper recording of certified sick leaves
• Ensure that each staff is updated with the required medical certificate and medical reports
• Make sure all leaves are validated and coordinate with HR as well as Insurance unit Geneva for proper recording of SLs, monitoring of leave balance and salary charges
• Update the PSL table on a monthly basis and share with OHU in Geneva as well as Insurance unit Geneva so appropriate action can be taken on a possible IME referral, a possible disability benefit, or guidance on a slow return to work.
• Provide assistance to OHU Medical Officer or, Chief of OHU Geneva on review of cases:
• Create summary of reports received.
• Create chronological order of staff connecting with OHU (communications,submission)
• Collate and share all repots, certificates and medica results.
• Coordinate with HR focal/Timekeeper on staff’s available leave balance.
• Maintain IOM staff record and Filing system in appropriate, secured storage locations.
• Ensure that all medical documents of Staff within OHU Manila population are scanned, uploaded in the Occupational database and placed in their respective binders.
• Upload processed pdf files as they come (Medical exams)
• Update and sort staff medical files on regular basis, identifying those that are no longer active, separated, transferred or retired, needed archiving or destruction.
• Generate data and other information on SLs required for year-end reports and other statistical reports.
• Provide backup support in the absence of other Administrative assistant to maintain continuous workflow processes of the unit.
• Perform other OHU Administrative functions.
• Collaborate with cross-functional teams such as HR Personnel from different missions and update them with the latest developments and information that are related to medical and occupational health.
• Provide necessary guidance and assistance to staff members on medical exam procedures and on queries pertaining to medical or non-medical related matters.

Job description

Job Description

Under the direct supervision of the OHU Senior Administrative Officer, Occupational Health Unit Manila (OHU MAC), in coordination with the OHU National Medical Admin Officer and in consultation with the Chief Medical Officer of the Occupational Health Unit Geneva (OHU Geneva) and the Director of the Manila (Global) Administrative Center, the successful candidate is responsible for the management of all sick leaves for Field staff and Professionals within OHU’s population – validation in PRISM, request documentation, provide guidance on the process of sick leave request for approval; Management of Prolonged sick leaves; Coordination with HR Timekeeper for recording; Data gathering Preparing statistics of SLs, responsible for scanning and uploading of medical files, maintaining and updating of medical records, receiving, opening and recording of mails, other administrative and secretarial functions of the unit. The successful candidate is bound by the code of medical confidentiality in respect to all information related to the work.

Job Description

Under the direct supervision of the OHU Senior Administrative Officer, Occupational Health Unit Manila (OHU MAC), in coordination with the OHU National Medical Admin Officer and in consultation with the Chief Medical Officer of the Occupational Health Unit Geneva (OHU Geneva) and the Director of the Manila (Global) Administrative Center, the successful candidate is responsible for the management of all sick leaves for Field staff and Professionals within OHU’s population – validation in PRISM, request documentation, provide guidance on the process of sick leave request for approval; Management of Prolonged sick leaves; Coordination with HR Timekeeper for recording; Data gathering Preparing statistics of SLs, responsible for scanning and uploading of medical files, maintaining and updating of medical records, receiving, opening and recording of mails, other administrative and secretarial functions of the unit. The successful candidate is bound by the code of medical confidentiality in respect to all information related to the work.

Responsibilities

• Process all sick leaves of staff that belonging to OHU MAC population as well as all staff.
• Validate all certified sick leaves registered in PRISM b) Ensure that all staff, report and document all their sick leave for both occupational and nonoccupational events.
• Request and ensure that supporting documents are received in a timely manner.
• Coordinate and endorse to HR all approved certified SLs in PRISM for proper recording.
• Answer and provide guidance to all SL related queries and concerns and ascertain staff adhere to the Sick leave policy.
• Monitor recurrent SL patterns and coordinate with OHU Medical officer for further medical investigation/assessment.
• Identify new cases of prolonged sick leaves
• Pick up prolonged sick leave/potential prolonged sick leave cases and enter in the table of PSL
• Monitor and follow up cases on a monthly basis for proper recording of certified sick leaves
• Ensure that each staff is updated with the required medical certificate and medical reports
• Make sure all leaves are validated and coordinate with HR as well as Insurance unit Geneva for proper recording of SLs, monitoring of leave balance and salary charges
• Update the PSL table on a monthly basis and share with OHU in Geneva as well as Insurance unit Geneva so appropriate action can be taken on a possible IME referral, a possible disability benefit, or guidance on a slow return to work.
• Provide assistance to OHU Medical Officer or, Chief of OHU Geneva on review of cases:
• Create summary of reports received.
• Create chronological order of staff connecting with OHU (communications,submission)
• Collate and share all repots, certificates and medica results.
• Coordinate with HR focal/Timekeeper on staff’s available leave balance.
• Maintain IOM staff record and Filing system in appropriate, secured storage locations.
• Ensure that all medical documents of Staff within OHU Manila population are scanned, uploaded in the Occupational database and placed in their respective binders.
• Upload processed pdf files as they come (Medical exams)
• Update and sort staff medical files on regular basis, identifying those that are no longer active, separated, transferred or retired, needed archiving or destruction.
• Generate data and other information on SLs required for year-end reports and other statistical reports.
• Provide backup support in the absence of other Administrative assistant to maintain continuous workflow processes of the unit.
• Perform other OHU Administrative functions.
• Collaborate with cross-functional teams such as HR Personnel from different missions and update them with the latest developments and information that are related to medical and occupational health.
• Provide necessary guidance and assistance to staff members on medical exam procedures and on queries pertaining to medical or non-medical related matters.