The role of the administrative assistant is to support mainly but not limited to Emergency MHD and H2 teams in the smooth running of its administrative duties.
Responsibilities:
Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information;
Provide office, administrative and logistics support to meetings, committees, conferences, etc.;
Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions;
Respond or draft responses to standard/ routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports;
Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards;
Initiate general administrative tasks in the computerized financial / travel / human resources systems;
Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required;
Provide assistance in the administrative processing of vacancy notices and consultants' contracts;
Register applicants and maintain individual accounts while keeping records of applicant’s interactions, process applicant’s accounts and file documents.
Ensure secure storage of medical confidential documentation and data in accordance with IOM principles and guidelines.
Assist for requests for Payments of refugees’ reimbursement.
The approved prescribed medicine requests from the referred physicians that has already been purchased for the refugees.
Reimbursement of the approved requests from the referring Panel Physicians for evaluation by specialist referrals outside IOM system.
Assist in Maintaining a proper reporting of operational advance to IOM Cairo Finance Unit
When required Assist for collection of the service fee for all GHAP (Self Payers) projects.
Ensure reconciliation of the fee with the daily requests from data Processing Team, Lab Team, and/or referrals Focal Point.
Assist in preparing Purchase Requisitions Requests (PR’s) related to MHD needs.
Keep a track for all procurement and logistical requests/expenditures.
Assist in keeping track of purchased capital assets as well as MHD supplies and equipment inclusive regular maintenance of equipment as per their specification.
Keep track and record of MHAC storage inventory.
Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files.
Perform other duties as required.
Education:
High school diploma with four years of relevant experience.
Bachelor’s degree in Business Administration, Accounting, Finance, or related fields from an accredited institution with two years of relevant professional experience.
Accredited Universities are those listed in the UNESCO World Higher Education Database.
Work Experience:
Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook.
Attention to detail, ability to organize paperwork in a methodical way.
Experience in administrative and financial practices, cash management.
Discreet, details and clients-oriented, patient and willingness to learn new things.
Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
