Overview
The role of the Administrative Assistant is to coordinate and ensure various internal office administrative support procedures are well implemented in the Migration Health Assessment Centre (MHAC). This includes document tracking, filing, archiving, monthly reporting, and managing medical files.
Key Responsibilities
- Coordinate and ensure that various internal office administrative support procedures such as document tracking, filing, archiving and monthly reporting are well implemented in the MHAC.
- Coordinate and maintain the is a systematic e-archiving system for medical files, blood test results and follow-ups.
- Prepare mail out lists for the embassies; liaise with the embassies regarding the processing status of immigrants and dispatch of the documents.
- Set up and maintain an orderly storage system for chest X-rays and keep hard copies of medical documents.
- Photocopy and scan medical documents as necessary.
- Implement improvements to strengthen internal control mechanisms.
- Receive all completed medical deferrals/furtherance, x-rays and other documents from MHD, update the reception of the same in the database and forward to the migration health physician for clearance.
- With the Resource Management Officer (RMO) coordinate the issuance/renewal of staff contracts, leaves, attendance records maintenance, medical and insurance monitoring and security issues.
- Act as main liaison between MHD and procurement, finance and HR units for all related activities.
- Provide feedback on staff allocation to the various units within the MHAC.
- Maintain an inventory and organize timely, cost-effective and appropriate procurement and storage of stationeries, IT equipment and consumables, hygiene products, medical supplies and equipment, as needed for the MHAC.
- Coordinate the acquisition, renovation, refurbishment and regular maintenance of the MHAC facility with the MHAC Supervisor.
- Administer the office’s petty cash and submit the necessary reports to supervisor.
- Ensure reconciliation of service fees and bank statements.
- Assure correctness of travel authorizations and advise on allowances for staff members leaving on duty travel.
- In co-ordination with the RMO, participate in budget and expenditures monitoring, monthly and annual financial reporting.
- Collect relevant statistics and provide financial analysis, in coordination with the MHAC supervisor.
- Perform such other duties as may be assigned.
Required Experience
Six years of working experience if with secondary [high school certificate] education OR four years of working experience if with bachelor’s degree, its equivalent or higher. Working with refugees/migrants in a medical setting is an advantage. Previous working experience with NGOs or international organizations is an advantage. Demonstrated accuracy in handling and reporting data.
Qualifications
Secondary [high school certificate] education OR Bachelor’s degree, its equivalent or higher
