Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
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 over 173 member states and operates in more than 100 countries worldwide. The organization is dedicated to promoting humane and orderly migration for the benefit of all, and it works to ensure that migration is safe, orderly, and dignified. IOM's mission is to support governments in managing migration effectively and to assist migrants in their journey, ensuring their rights are respected and their needs are met. With a workforce of over 18,000 employees, IOM is committed to addressing the challenges and opportunities presented by migration, and it plays a crucial role in global migration governance.

Job Overview:
The Administrative Assistant position at the Migration Health Assessment Centre (MHAC) in Harare, Zimbabwe, is a pivotal role that supports the smooth operation of the clinic's administrative functions. The successful candidate will work under the supervision of the Chief Migration Health Officer (CMHO) and the Resource Management Officer (RMO), directly reporting to the Senior Administrative Assistant. This role involves coordinating various internal office administrative support procedures, ensuring efficient document tracking, filing, and archiving of medical files and test results. The Administrative Assistant will also be responsible for liaising with embassies regarding the processing status of immigrants, maintaining orderly storage systems for medical documents, and implementing improvements to internal control mechanisms. The position requires a proactive approach to managing administrative tasks and a commitment to enhancing the operational efficiency of the MHAC.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include:

• Coordinating and ensuring the implementation of internal office administrative support procedures, including document tracking, filing, and archiving systems for medical files and blood test results.
• Preparing mail-out lists for embassies and liaising with them regarding the processing status of immigrants and dispatch of documents.
• Setting up and maintaining an orderly storage system for chest X-rays and hard copies of medical documents.
• Photocopying and scanning medical documents as necessary.
• Providing feedback on staff allocation to various units within the MHAC.
• Implementing improvements to strengthen internal control mechanisms and adapting inputs for new procedures.
• Receiving completed medical deferrals and other documents, updating the database, and forwarding them to the migration health physician for clearance.
• Coordinating the issuance and renewal of staff contracts, maintaining attendance records, and monitoring medical and insurance issues.
• Acting as the main liaison between the Migration Health Division (MHD) and procurement, finance, and HR units. 1
• Maintaining an inventory and organizing timely procurement and storage of supplies and equipment for the MHAC. 1
• Coordinating the acquisition, renovation, and maintenance of the MHAC facility. 1
• Administering the office's petty cash and submitting necessary reports. 1
• Ensuring reconciliation of service fees and bank statements. 1
• Assuring correctness of travel authorizations and advising on allowances for staff members on duty travel. 1
• Participating in budget and expenditure monitoring and financial reporting. 1
• Collecting relevant statistics and providing analysis" style="border-bottom: 1px dotted #007bff !important;">financial analysis in coordination with the MHAC supervisor. 1
• Performing other duties as assigned.

Required Qualifications:
The required qualifications for the Administrative Assistant position include:

• A Bachelor’s degree in Administration Management, Medical Administration, or a related field from an accredited academic institution with at least three years of relevant working experience; OR
• A Secondary School Diploma with at least five 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 working experience with NGOs or international organizations is also an advantage.
• 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 institution. Accredited universities are those listed in the UNESCO World Higher Education Database. Alternatively, candidates with a Secondary School Diploma and at least five years of relevant working experience will also be considered. The educational background should reflect a strong foundation in administrative practices and management principles relevant to the healthcare sector.

Experience:
The position requires candidates to have a minimum of three years of relevant working experience if they hold a Bachelor’s degree, or at least five years of relevant experience if they possess a Secondary School Diploma. Candidates should have knowledge and experience in administration, procurement, or accounting, with a preference for those who have worked in medical settings involving refugees or migrants. Experience with NGOs or international organizations is also advantageous, as is a demonstrated ability to handle and report data accurately.

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 will be evaluated during the selection process, which may include written and/or oral assessments. Candidates should be prepared to demonstrate their language skills as part of the recruitment process.

Additional Notes:
The position is subject to local recruitment, and only candidates holding a valid residence and work permit for Zimbabwe will be eligible for consideration. Any offer made to the candidate is contingent upon funding confirmation. This selection process may also be used to staff similar positions in various duty stations, and recommended candidates will remain eligible for appointment in similar positions for a period of 24 months. The appointment will be subject to certification of medical fitness, verification of residency, visa, and necessary authorizations by the concerned government, where applicable. IOM maintains a zero-tolerance policy on conduct incompatible with its aims and objectives, including discrimination and harassment. IOM does not charge any fees during the recruitment process and only accepts applications submitted through its online recruitment system.