Administrative Assistant - MHAC (Maternity Cover) Lagos
Organizational Context
The International Organization for Migration (IOM), established in 1951, is a UN-related organization and the leading UN agency for migration. IOM promotes humane and orderly migration, saves lives, protects people on the move, and drives solutions to displacement. The organization works with governmental, intergovernmental, and non-governmental partners, providing services and advice to governments and migrants. IOM is committed to fostering a respectful, inclusive, and supportive workplace.
Job Purpose
This role serves as an Administrative Assistant within the MHAC (Maternity Health Assessment Centre) in Lagos, Nigeria, covering a maternity leave period. The position is crucial for ensuring the smooth and efficient operation of the MHAC by providing comprehensive administrative support. The Administrative Assistant will be responsible for maintaining various office procedures, managing medical files, preparing and liaising with embassies for document processing, and ensuring the proper storage and archiving of critical medical documents. This role directly contributes to the effective delivery of IOM's migration health services by supporting the administrative backbone of the MHAC, ensuring timely processing, accurate record-keeping, and efficient resource management, thereby facilitating the overall mission of promoting humane and orderly migration.
Responsibilities
The Administrative Assistant will maintain internal administrative support procedures, including document tracking, filing, archiving, and monthly reporting. Responsibilities include assisting in maintaining the e-archiving system for medical files and test results, and preparing mail-out lists for embassies, liaising on processing status and document dispatch. The role involves setting up and maintaining an orderly storage system for Chest X-rays and hard copies of medical documents, and performing necessary photocopying and scanning. The assistant will suggest improvements to internal controls and procedures for efficiency, receive and update medical deferrals/furtherance and other documents in the database, and forward them for clearance. Additionally, the role includes providing feedback on staff allocation, maintaining inventory, and organizing procurement and storage of stationaries, IT equipment, consumables, and medical supplies. Coordination of facility acquisition, renovation, and maintenance, and assuring correctness of travel authorizations are also key duties.
Work Experience
Requires two years of relevant professional experience, preferably in administrative support or similar roles. Experience working with refugees/migrants in a medical setting and previous experience with NGOs or international organizations are considered advantageous. Demonstrated accuracy in handling and reporting data is essential.
Skills
Proficiency in computer applications (MS Word, Excel, Outlook). Demonstrated ability to plan and coordinate logistical arrangements. Ability to multi-task, prioritize, and manage time effectively. Outstanding verbal and written communication skills. Ability to work in multicultural and multi-ethnic environments. Ability to work quickly, accurately, and pay attention to detail. Ability to work effectively and harmoniously with colleagues from varied backgrounds.