Administrative Assistant (mhac)

Organizational Context

The Administrative Assistant role is situated within the Migration Health Assessment Centre (MHAC) in Kuala Lumpur, Malaysia. Operating under the overall supervision of the Chief of Mission and direct supervision of the Chief Migration Health Officer, the MHAC is mandated to conduct health assessments for migrants. This position provides essential administrative support, ensuring the center's efficient operation and effective service delivery within its scope.

Job Purpose

The Administrative Assistant is crucial for the effective and organized functioning of the Migration Health Assessment Centre (MHAC) in Kuala Lumpur, Malaysia. This role provides comprehensive administrative, logistical, and financial support, ensuring the seamless execution of health assessment processes. The incumbent is responsible for coordinating internal procedures, managing critical documentation, and maintaining systematic records, which are vital for operational efficiency and compliance. By acting as a key liaison between the MHAC and various support units like procurement, finance, and HR, the Administrative Assistant ensures that resources are managed effectively and staff needs are met. This position directly contributes to the MHAC's ability to deliver timely and accurate migration health services, supporting the overall mission's objectives in migrant health management and facilitating the processing of immigrants. The role's contribution is fundamental to maintaining high standards of administrative control and operational continuity.

Responsibilities

The Administrative Assistant is responsible for coordinating and ensuring the effective implementation of various internal office administrative support procedures, including document tracking, filing, archiving, and monthly reporting within the Migration Health Assessment Centre (MHAC). This involves maintaining a systematic e-archiving system for medical files, blood test results, and follow-ups, as well as setting up and maintaining an orderly storage system for chest X-rays and hard copies of medical documents. The role also entails preparing mail out lists for embassies, liaising with them regarding immigrant processing, and dispatching documents. Furthermore, the incumbent will receive and process medical deferrals, x-rays, and other documents, updating the database and forwarding them for physician clearance. The Administrative Assistant acts as the primary liaison between the Migration Health Division (MHD) and procurement, finance, and HR units for all related activities, coordinating staff contracts, leave, attendance, medical/insurance monitoring, and security issues with the Resource Management Officer. Key duties also include maintaining inventory, organizing timely procurement and storage of essential supplies and equipment for the MHAC, administering petty cash, and ensuring reconciliation of service fees and bank statements. The role supports budget and expenditure monitoring, financial reporting, and coordinates facility maintenance.

Work Experience

Six years of working experience is required with a secondary (high school certificate) education, or four years of working experience with a Bachelor’s degree or higher. Working with refugees/migrants in a medical setting is an advantage. Previous experience with NGOs or international organizations is also an advantage. Demonstrated accuracy in handling and reporting data is essential.

Skills

Good writing, communication, and computer skills; creativity and pro-activeness; strong organizational skills; and the ability to work effectively under pressure with minimum supervision.

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