Administrative Assistant – MHAC (Maternity Cover) Lagos at International Organization for Migration – IOM

Responsibilities

• Maintain various internal office administrative support procedures such as document tracking, filing, archiving and monthly reporting.
• Assist in maintaining order in the e-archiving system for medical files, blood test results and follow-ups.
• Prepare mail out lists for the embassies; liaise with the embassies regarding the processing status of immigrants and dispatch of the documents.
• Set up and maintain an orderly storage system for Chest X-rays and keep hard copies of medical documents (informed consent, radiologist’s report, sputum smear results, pregnancy test results etc.).
• Photocopy and scan medical documents as necessary.
• Suggest improvements to strengthen internal control mechanisms; provide inputs for new procedures to complement or to improve existing instructions/standard operating procedures in order to achieve streamlined efficiencies.
• Receive all completed medical deferrals/furtherance, x-rays and other documents from MHD, update the reception of the same in the database and forward to the migration health physician for clearance.
• Provide feedback on staff allocation to the various units within the MHAC.
• Maintain an inventory and organize timely, cost-effective and appropriate procurement and storage of stationaries, IT equipment and consumables, hygiene products, medical supplies and equipment, as needed for the MHAC.
• Coordinate the acquisition, renovation, refurbishment and regular maintenance of the MHAC facility with the MHAC Supervisor.
• Assure correctness of travel authorization and advise on allowances for staff members leaving on duty travel.
• Perform such other duties as may be assigned.

Qualifications

Required Qualifications and Experience

Education

• Bachelor’s degree in Administration Management/ Medical Administration or a related field from an accredited academic institution with at least two years of relevant working experience.
• Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Two years relevant professional experience, preferably in administrative support or similar roles.
• Working with refugees/migrants in a medical setting is an advantage.
• Previous working experience with NGOs or international organizations is an advantage.
• Demonstrate accuracy in handling and reporting data.

Skills

• Proficiency in computer applications (MS Word, Excel, Outlook, etc.)
• Demonstrated ability to plan and coordinate logistical arrangements.
• Demonstrated ability to multi-task, prioritize, and manage time effectively.
• Outstanding verbal and written communication skills and ability to present ideas in a user-friendly language.
• Ability to work in multicultural and multi-ethnic environments.
• Ability to work quickly and accurately and pay attention to detail.
• Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.