Administrative Assistant (MHAC)

Under the overall supervision of the Chief of Mission (COM) and the direct supervision of the Chief Migration Health Officer (CMHO) the successful candidate will be responsible for the carrying out the following duties and responsibilities in relation to the Migration Health Assessment Centre (MHAC) in Kuala Lumpur, Malaysia. 

Responsibilities

The role of the Administrative Assistant is to:  

1. Coordinate and ensure that various internal office administrative support procedures such as document tracking, filing, archiving and monthly reporting are well implemented in the MHAC. 
2. Coordinate and maintain the is a systematic e-archiving system for medical files, blood test results and follow-ups. 
3. Prepare mail out lists for the embassies; liaise with the embassies regarding the processing status of immigrants and dispatch of the documents. 
4. 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.) 
5. Photocopy and scan medical documents as necessary. 
6. Implement improvements to strengthen internal control mechanisms; adapt inputs for new procedures to complement or to improve existing instructions/standard operating procedures in order to achieve streamlined efficiencies. 
7. 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. 
8. With the Resource Management Officer (RMO) coordinate the issuance/renewal of staff contracts, leaves, attendance records maintenance, medical and insurance monitoring and security issues. Act as main liaison between MHD and procurement, finance and HR units for all related activities. 
9. Provide feedback on staff allocation to the various units within the MHAC. 
10. Maintain an inventory and organize timely, cost-effective and appropriate procurement and storage of stationeries, IT equipment and consumables, hygiene products, medical supplies and equipment, as needed for the MHAC. 
11. Coordinate the acquisition, renovation, refurbishment and regular maintenance of the MHAC facility with the MHAC Supervisor. 
12. Administer the office’s petty cash and submit the necessary reports to supervisor. Ensure reconciliation of service fees and bank statements. 
13. Assure correctness of travel authorizations and advise on allowances for staff members leaving on duty travel. 
14. In co-ordination with the RMO, participate in budget and expenditures monitoring, monthly and annual financial reporting. Collect relevant statistics and provide financial analysis, in coordination with the MHAC supervisor. 
15. Perform such other duties as may be assigned. 

Qualifications

EDUCATION

Secondary [high school certificate] education OR Bachelor’s degree, its equivalent or higher

EXPERIENCE

• Six years of working experience if with secondary [high school certificate] education OR four years of working experience if with bachelor’s degree, its equivalent or higher 

• Working with refugees/migrants in a medical setting is an advantage.  

• Previous working experience with NGOs or international organizations is an advantage. 

• Demonstrated accuracy in handling and reporting data. 

SKILLS

• Good writing, communication, and computer skills 

• Creative and pro-active and has good organizational skills

• Ability to work under pressure with minimum supervision,

Languages

English(oral and written). 

REQUIRED

For this position, fluency in Bahasa Malaysia is preferred (oral and written).

[1] As per IN/233, staff members in a position in the Professional and GS categories are expected to be fluent in one of the Organization’s official languages, which are English, French and Spanish. At least a working knowledge of another official language is highly desirable and may be specified as mandatory in some cases. For positions in the GS category, proficiency in one of the local language(s) may also be required, as specified in the VN/SVN.