Under the overall supervision of the Chief of Mission (COM) and the direct supervision of the Chief Migration Health Officer, 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 Accra, GHANA. The role of the administrative assistant is to support the Migration Health Assessment Centre (MHAC) in the smooth running of its administrative duties.
Responsibilities
1. Maintain various internal office administrative support procedures such as document tracking,
filing, archiving and monthly reporting.
2. Assist in maintaining order in the e-archiving system for medical files, blood test results and followups.
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. Suggest improvements to strengthen internal control mechanisms; provide inputs for new
procedures to complement or to improve existing instructions/standard operating procedures in
order to achieve streamlined efficiencies.

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. Provide feedback on staff allocation to the various units within the MHAC.
9. Maintain an inventory and organize timely, cost-effective and appropriate procurement and
storage of stationaries, 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 with the MHAC Supervisor and Administrative Assistant Supervisor if applicable.
11. Administer the office’s petty cash and submit the necessary reports to supervisor. Ensure
reconciliation of service fees and bank statements.
12. Assure correctness of travel authorization and advise on allowances for staff members leaving on
duty travel.
13. Perform such other duties as may be assigned.
Required Qualifications and Experience:
Education
• Bachelor’s degree in administration management/ medical administration or a related field from an
accredited academic institution with at least two years of relevant working experience.
OR
• Secondary School Diploma with at least four years of relevant working experience.
Experience
• Knowledge and experience in administration, procurement or accounting;
• Working with refugees/migrants in a medical setting is an advantage;
• Previous working experience with NGOs or international organizations is an advantage;
• Demonstrate accuracy in handling and reporting data.

Skills
• At least an intermediate level of MS office skills;
• Organizational skills;
• Communication skills
Languages
REQUIRED
• For all applicants, fluency in English is required (oral and written).
DESIRABLE
• Working knowledge of French and other local languages