Administrative Assistant Supervisor

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Position Title: Administrative Assistant Supervisor
Location: Harare
Country: Zimbabwe
Deadline Date:

Job Details

Job Posting Organization:
The International Organization for Migration (IOM) is a leading intergovernmental organization that provides services and advice concerning migration to governments and migrants alike. Established in 1951, IOM has grown to include 173 member states and offices in over 100 countries, making it a key player in the global migration landscape. The organization aims to promote humane and orderly migration for the benefit of all, focusing on the needs of migrants and the communities they come from and go to. IOM's mission is to ensure that migration is safe, orderly, and dignified, and it works to provide support in various areas including health, humanitarian assistance, and development.

Job Overview:
The Administrative Assistant Supervisor plays a crucial role in the Migration Health Assessment Centre (MHAC) in Harare, Zimbabwe. This position is responsible for overseeing the administrative functions of the MHAC, ensuring that all administrative assistants are supported and that the clinic operates smoothly. The successful candidate will coordinate various internal office administrative support procedures, including document tracking, filing, archiving, and monthly reporting. They will also implement systematic e-archiving systems for medical files and ensure that the MHAC maintains an orderly storage system for medical documents. The role requires the implementation of improvements to strengthen internal control mechanisms and adapt new procedures to enhance existing standard operating procedures. The Administrative Assistant Supervisor will also provide feedback on staff allocation, coordinate the issuance and renewal of staff contracts, and act as the main liaison between the Migration Health Division (MHD) and other units such as procurement, finance, and HR. This position is essential for maintaining proper inventory control and organizing timely procurement of necessary supplies for the MHAC.

Duties and Responsibilities:

• Support and supervise all Administrative Assistants within the MHAC, ensuring efficient administrative operations.
• Coordinate and implement internal office administrative support procedures, including document tracking, filing, and monthly reporting.
• Establish and maintain a systematic e-archiving system for medical files and follow-ups.
• Ensure orderly storage of medical documents and maintain compliance with required documentation standards.
• Implement improvements to internal control mechanisms and adapt new procedures to enhance operational efficiency.
• Provide feedback on staff allocation and coordinate with the Resource Management Officer (RMO) on staff contracts, attendance records, and medical monitoring.
• Act as the main liaison between MHD and procurement, finance, and HR units for administrative activities.
• Maintain proper inventory control and organize timely procurement of supplies and equipment for the MHAC.
• Oversee the acquisition, renovation, and maintenance of the MHAC facility. 1
• Provide guidance on petty cash management and ensure compliance with financial reporting standards. 1
• Supervise the reconciliation of service fees and bank statements for each MHAC. 1
• Ensure correctness of travel authorizations and advise on allowances for staff on duty travel. 1
• Participate in budget monitoring and financial reporting in coordination with the RMO. 1
• Collect relevant statistics and provide analysis" style="border-bottom: 1px dotted #007bff !important;">financial analysis as needed. 1
• Perform other duties as assigned by the supervisor.

Required Qualifications:

• Bachelor’s degree in Administration Management, Medical Administration, or a related field from an accredited institution, or a Secondary School Diploma with at least six years of relevant working experience.
• Knowledge and experience in administration, procurement, or accounting.
• Experience working with refugees or migrants in a medical setting is an advantage.
• Previous experience with NGOs or international organizations is preferred.
• Demonstrated accuracy in handling and reporting data is essential.

Educational Background:
Candidates must possess a Bachelor’s degree in Administration Management, Medical Administration, or a related field from an accredited academic institution. Alternatively, a Secondary School Diploma with at least six years of relevant working experience is acceptable. Accredited universities are those listed in the UNESCO World Higher Education Database.

Experience:
The position requires at least four years of relevant working experience in administration, procurement, or accounting. Experience working with refugees or migrants in a medical context is advantageous, as is previous experience with NGOs or international organizations. Candidates should demonstrate accuracy in data handling and reporting.

Languages:
Fluency in English and a local language is required, both oral and written. IOM’s official languages include English, French, and Spanish, and proficiency in these languages may be evaluated during the selection process through written and/or oral assessments.

Additional Notes:
The position is subject to local recruitment, and only candidates holding a valid residence and work permit for Zimbabwe will be considered. The offer is contingent upon funding confirmation, and recommended candidates may be eligible for similar positions for up to 24 months. The appointment will require certification of medical fitness and verification of residency and visa status. IOM maintains a zero-tolerance policy regarding conduct incompatible with its objectives, including discrimination and harassment. The organization does not charge fees at any stage of the recruitment process and only accepts applications submitted through its online recruitment system.