Ngopulse Opportunities – Administrative Assistant Supervisor

Job Description:

Under the overall supervision of the Chief of Mission (CoM), direct supervision of the Chief Migration Health Officer (CMHO) and in coordination with Resources Management Officer (RMO), 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 Pretoria, South Africa

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Job Responsibilities:

• Coordinate the acquisition, renovation, refurbishment and regular maintenance of MHAC facility;
• Coordinate and ensure that MHAC is Maintaining proper inventory control mechanisms and are organizing 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 operations;
• Supervise and monitor reconciliation of service fees and bank statements. Ensure MHAC complies with Standard Operating Procedures (SOPs) in dealing with office petty cash.
• Perform such other duties as may be assigned.
• Supervise all the staff under MHAC Support unit and ensure continuous support is provided to MHAC operations.
• Coordinate and ensure that the MHAC is maintaining an orderly storage system for chest X-rays and keeping hard copies of medical documents as required (informed consent, radiology report, laboratory results, etc.).
• Coordinate and ensure that various internal office administrative support procedures such as document tracking, filing, archiving and monthly reporting are implemented in MHAC;
• Coordinate and ensure that there is a systematic e-archiving system for medical files and follow-up reports in MHAC;
• Assure correctness of travel authorizations and advise on allowances for staff members leaving on duty travel;
• Assist the Chief Migration Health Officer (CMHO) and Resources Management Officer (RMO) in preparation of MHAC budgets; monitor and analyse variances between budget and actual expenditures, evaluate monthly financial reports for MHAC projects and follow up on the resolution of variances.
• Act as main liaison between MHD and Procurement, Finance and HR units for all MHAC related activities. Assist to coordinate the issuance/renewal of staff contracts, leaves, attendance records, maintenance, medical and insurance monitoring, and security issues.
• 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 and cost effective system;

Job Requirements:

• Relevant professional experience, preferably in financial management, budgeting, administrative support or similar roles;
• Experience in preparing clear and concise financial and management reports
• Demonstrated accuracy in handling and reporting data.
• Fluency in English
• Working knowledge of local languages is desirable
• Experience of working in a medical setting is an advantage;
• Previous working experience with NGOs or international organizations is an advantage;
• Secondary School Diploma with at least seven years of relevant working experience;
• University degree in Medical Administration, Business Administration, Financial Management, Accounting or a related field from an accredited academic institution with at least five years of relevant professional experience;

Job Details:

Company: SANGONeT

Vacancy Type: Full Time

Job Location: Pretoria, Gauteng, SA

Application Deadline: N/A

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