Administrative Assistant
Organizational Context
The International Organization for Migration (IOM), a UN-related agency established in 1951, promotes humane and orderly migration. This role supports the Migration Health Assessment Centre (MHAC) in Pretoria, South Africa, operating under the Chief of Mission and Sub-Regional Director, with direct supervision from the Sub-Regional Health Assessment Program Coordinator and technical guidance from the Resource Management Officer.
Job Purpose
The Administrative Assistant's primary purpose is to ensure the smooth administrative functioning of the Migration Health Assessment Clinic (MHAC) in Pretoria. This involves supporting various operational aspects, including document management, coordination with external entities like embassies, and maintaining efficient office procedures. The role is crucial for the overall operational efficiency of the MHAC, contributing to IOM's mission of promoting humane and orderly migration by facilitating health assessments and related administrative processes for migrants.
Responsibilities
The Administrative Assistant is responsible for coordinating and maintaining administrative support procedures, including document tracking, filing, and archiving of medical files and results. This includes managing systematic e-archiving and physical storage of documents like X-rays and medical reports. The role involves preparing mailings for embassies, liaising on processing status, and dispatching documents. Additionally, the assistant will coordinate staff allocation, implement procedural improvements, manage procurement and inventory of supplies, and oversee facility maintenance. Financial responsibilities include administering petty cash, reconciling statements, monitoring expenditures, and assisting with financial reporting. The position also involves ensuring the correctness of travel authorizations and performing other assigned duties.
Work Experience
Required experience includes knowledge and practical application in administration, procurement, or accounting. Experience working with refugees or migrants in a medical setting and previous employment with NGOs or international organizations are advantageous. Demonstrating accuracy in data handling and reporting is essential.
Skills
Proficiency in MS Office at an intermediate level is required. Strong organizational and communication skills are also essential for this role.