Administrative Assistant (MHAC)

The Administrative Assistant will provide administrative support to the Migration Health Assessment Centre in Kuala Lumpur, Malaysia, ensuring efficient office procedures, document management, coordination with embassies, and support to staff and procurement activities. The role involves maintaining records, financial reporting, and liaising with various units to support the centre's operations.

Responsibilities

• 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
• Coordinate and maintain a systematic e-archiving system for medical files, blood test results and follow-ups
• Prepare mail out lists for the embassies; liaise with the embassies regarding the processing status of immigrants and dispatch of the documents
• 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.)
• Photocopy and scan medical documents as necessary
• 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
• 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
• 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
• Provide feedback on staff allocation to the various units within the MHAC
• 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
• Coordinate the acquisition, renovation, refurbishment and regular maintenance of the MHAC facility with the MHAC Supervisor
• Administer the office’s petty cash and submit the necessary reports to supervisor
• Ensure reconciliation of service fees and bank statements
• Assure correctness of travel authorizations and advise on allowances for staff members leaving on duty travel
• 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
• Perform such other duties as may be assigned

Requirements

• Secondary [high school certificate] education OR Bachelor’s degree, its equivalent or higher
• 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
• Good writing, communication, and computer skills
• Creative and pro-active and has good organizational skills
• Ability to work under pressure with minimum supervision
• Fluency in English (oral and written)
• Fluency in Bahasa Malaysia is preferred (oral and written)

Skills

• Administrative Support
• Document Management
• Data Handling
• Data Reporting
• Financial Reporting
• Office Procedures
• Coordination with Embassies
• Procurement Support
• Organizational Skills
• Computer Skills
• Writing Skills
• Experience with Refugees
• Working in Medical Settings
• Experience with NGOs
• Experience with International Organizations

Languages

English, Bahasa Malaysia