Administrative Assistant

UN Atlas; Pretoria; On-site; ZAR 180,000 - 260,000; Full time

Job summary

The International Organization for Migration (IOM) Migration Health Assessment Clinic in Pretoria seeks an Administrative Assistant to ensure smooth administrative functioning, document management, embassy coordination, and efficient office procedures.

Responsibilities include tracking and archiving medical files, preparing mailings for embassies, liaising on processing status, coordinating staff allocation, procurement, inventory, and cost control.

Qualifications

• Bachelor's degree in Administration, Management, Medical Administration, or a related field with at least three years of relevant experience.
• Alternative: Secondary School Diploma with at least five years of relevant experience.
• Experience in administration, procurement, or accounting.
• Experience with refugees or migrants in a medical setting is advantageous.
• Experience with NGOs or international organizations is advantageous.
• Accurate data handling and reporting essential.
• Proficiency in MS Office at an intermediate level.

Responsibilities

• Coordinate and maintain administrative support procedures, including document tracking, filing, and archiving of medical files and results.
• Manage systematic e-archiving and physical storage of documents like X-rays and medical reports.
• Prepare mailings for embassies and liaise on processing status; dispatch documents.
• Coordinate staff allocation and implement procedural improvements.
• Manage procurement and inventory of supplies; oversee facility maintenance.
• Administer petty cash, reconcile statements, monitor expenditures, and assist with financial reporting.
• Ensure correctness of travel authorizations and perform other assigned duties.

Skills

Organizational skills

Communication skills

Attention to detail

Education

Bachelor's degree in Administration/Management/Medical Administration

Secondary School Diploma with 5+ years experience

Tools

MS Office

Job description

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.

Education: A Bachelor's degree in Administration, Management, Medical Administration, or a related field with at least three years of relevant experience is required. Alternatively, a Secondary School Diploma with at least five years of relevant working experience is acceptable. Universities must be listed in the UNESCO World Higher Education Database.

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.

Required languages: English

Desired languages: