Assist with all relevant finance and administrative activities on daily basis including but not limited to (a) ensuring staff login when reporting and leaving work;

(b) offices and examination rooms are clean at all times;

(c) laundry services is done timely and clean gowns available in the examination rooms at all times;

(d) remind staff and ensure timely reception of accurately completed monthly time sheets;

(c ) inform the Humana Resource Unit of any staff not reporting to work for reasons related to illness or family emergency.
2. Assist with all relevant financial activities on daily basis including but not limited to

(a) Preparing relevant finance documents for payments and ensure relevant supporting documents are attached and correct WBS assigned;

(b) verify payment receipts and confirm service fee paid is reflected in the respective IOM account;

(c) record daily total service fee payments to the respective project codes in the IOM accounting system;

(d) prepare, track and ensure invoices to the non IOM panel doctors are paid on time.
3. Verify all invoices and expense claims and ascertain that the equipment, supplies, or services they refer to are duly received or provided before payment is made.

Coordinate and ensure that mission wide various internal office administrative support procedures such as document tracking, filing, archiving and monthly reporting are implemented in the different MHAC’s.
5. Coordinate and ensure that there is a systematic e-archiving system for medical files, blood test results and followups in the different MHAC’s.
6. Coordinate and ensure that the MHAC’s are maintaining an orderly storage system for chest X-rays and keeping hard copies of medical documents as required (informed consent, radiologist’s report, sputum smear results, pregnancy test results etc.).
7. Implement improvements to strengthen internal control mechanisms; adapt inputs for new procedures to complement or to improve existing instructions/standard operating procedures to achieve streamlined efficiencies.
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. Coordinate and ensure that each 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.
10. Coordinate the acquisition, renovation, refurbishment, and regular maintenance of the MHAC facility.
11. Provide MHACs with Standard Operating Procedures (SOP’s) in dealing with office’s petty cash, providing best practice recommendations. Supervise and monitor each MHAC’s reconciliation of service fees and bank statements.
12. Assure correctness of travel authorizations and advise on allowances for staff members leaving on duty travel.
13. 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.
14. Support supervision of other support staff at MHAC including sub-contracted staff.
15. Perform such other duties as may be assigned.
Education:
• Bachelor’s degree in Administration Management/ Medical Administration/ Business Administration/ Finance/
Accounting, Social Sciences or a related field from an accredited academic institution with at least five years of
progressive relevant work experience.
Experience:
• Minimum of 5 years relevant professional experience, preferably in administrative support or similar roles.
• 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.
• Experience liaising with vendors, third party contractors et al.

Languages:

Fluency in English (oral and written) required, working knowledge of the local language.
Skills:
• Demonstrated ability to maintain confidentiality is mandatory.
• Demonstrated proficiency with Microsoft Office applications, including Excel, PowerPoint, Good knowledge of information technology and proficiency in Microsoft Office applications especially Excel, Word, PowerPoint, Publisher, and SharePoint.
• Good communication skills (Oral and Written).
• Demonstrated proficiency with Microsoft Office applications, including Excel, PowerPoint, Good knowledge of information technology and proficiency in Microsoft Office applications especially Excel, Word, PowerPoint, Publisher, and SharePoint.
• Ability to independently carry out tasks.
• Ability to multi-task and to prioritize required