Medical Admin Clerk (04 Positions)


Open to Internal and External Candidate

(Vietnamese national only)

Position Title


Medical Admin Clerk (04 Positions)

 Duty Station


Hanoi, Vietnam



General Service Staff, Grade 3

Type of Appointment


01 year, with possibility of extension

Estimated Start Date


As soon as possible

Closing Date

Reference Code




5PM, 12 April 2020

VN2020/HN/11 (E)

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. Internal and external candidates are eligible to apply to this vacancy. Internal candidates should meet the minimum of time in post requirement of eighteen months or more. This requirement will be reduced to six months for internal candidates who are incumbents of a position confirmed for discontinuation.

Organizational Context and Scope:

Under the overall direction of the Chief of Mission, the direct supervision of the Migration Health Physician and Chief of Migration Heath Physician, the Admin Clerk will assist the health assessment activities in Viet Nam according to organizational and country-specific standards and guidelines.

Responsibilities and Accountabilities:

  • Contacting clients and making appointments for doctors.

  • Dealing directly with clients and making necessary checks in person with relevant identification documents.

  • Entering data and organizing, updating, maintaining and monitoring the filling and database system including MiMOSA.

  • Organizing, receiving, sending, providing follow up, and tracking dispatch of medical documents, X-rays and other results sent from/to various relevant offices, producing copies of analysis and recording.

  • Ensuring timely transmission of documents, data/ information to MHD and other relevant offices, as required.

  • Assisting the medical program assistant in providing MHD with statistics and database analysis regularly, as well as upon demand.

  • Assisting in the preparation of monthly health reports and statistics for submission to IOM MHD Manila and relevant offices.

  • Assisting IOM physicians, nurses and radiologists in organizing schedule and flow of health assessment activities.

  • Performing registration into eMedical and other relevant database systems

  • Keeping track of current inventory levels and keep records to prevent inventory gaps. 

  • Perform any other related duties that may be assigned by the supervisors.

Required Qualifications and Experience

  • High school degree with experience or bachelor's degree, preferably with background in medical, health informatics, accounting and computer applications

  • Vietnamese national

  • Ability and willingness to work in difficult situations

  • Teamwork oriented, efficient and flexible, capacity to work independently, sensitive to gender issues, personal commitment

  • Good interpersonal relationship and ability to work in a multicultural environment

  • Good typing, writing, and communication skills

  • Computer literacy (Microsoft Word, excel, access…)

Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.


Fluency in English and Vietnamese is required. Other relevant languages are an advantage.

Required Competencies

The incumbent is expected to demonstrate the following technical and behavioural competencies


  • Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.

  • Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.

  • Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies – level 1

  • Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.

  • Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action-oriented and committed to achieving agreed outcomes.

  • Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.

  • Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.

  • Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.


Appointment will be subject to certification that the candidate is medically fit for appointment.

How to apply:

All interested candidates should download and complete an IOM Personal History Form from the IOM Viet Nam website at

Completed applications, including IOM Personal History Form, application letter, and copies of diplomas and certificates, recommendation letters, etc. may be delivered to the IOM Mission Office in Hanoi at 304 Kim Ma, Ba Dinh dist, Ha Noi or submitted electronically to [email protected] referring to this Vacancy Notice’s Position Title.

IOM only accepts profiles with IOM Personal History Form duly completed.

Applications are non-returnable and only short-listed candidates will be contacted. 

Job Details
Organisation Name: 
Application Deadline: 
Sun, 2020-04-12