Administrative Assistant - Migration Health Assessment Centre

About the role

IOM, a UN-related organization, is recruiting an Administrative Assistant for its Migration Health Assessment Centre (MHAC) in Pretoria, South Africa. The post supports the clinic in the smooth running of its administrative duties, under the supervision of the Sub-Regional Health Assessment Program Coordinator and technical supervision of the Resource Management Officer.

Key responsibilities

• Coordinate document tracking, filing and archiving of medical files, blood test results and follow-ups, and maintain an electronic archiving system.
• Prepare mailing lists for embassies and liaise with them on the processing status of immigrants and dispatch of documents.
• Set up and maintain storage for chest X-rays and keep hard copies of medical documents such as informed consent forms, radiologist reports and pregnancy test results; photocopy and scan documents as needed.
• Provide feedback on staff allocation to MHAC units and help implement improvements to internal controls and standard operating procedures.
• Receive completed medical deferrals, x-rays and other documents, update the database and forward them to the migration health physician.
• With the Resource Management Officer and the Sub-Regional Health Assessment Program Coordinator, coordinate staff contracts, leaves, attendance records, medical and insurance monitoring and security issues, and act as liaison with procurement, finance and HR.
• Maintain an inventory and organise procurement and storage of stationery, IT equipment, consumables, hygiene products and medical supplies.
• Coordinate the acquisition, renovation, refurbishment and maintenance of the MHAC facility.
• Administer petty cash, reconcile service fees and bank statements, and check travel authorisations and allowances.
• Take part in budget and expenditure monitoring, monthly and annual financial reporting, and collect statistics and provide financial analysis.

Required profile

• Bachelor's degree in Administration, Management, Medical Administration or a related field with at least three years of relevant experience, or a secondary school diploma with at least five years of relevant experience.
• Fluency in English (oral and written); proficiency in other IOM official languages (French, Spanish) is assessed during selection.
• Knowledge of administration, procurement or accounting; experience with refugees or migrants in a medical setting, or with NGOs and international organisations, is an advantage.
• Accuracy in handling and reporting data.

Required skills

• Intermediate level of MS Office skills.
• Organisational and communication skills.