Administrative Assistant - Maternity Health Care Centre (Lagos)

About the role

IOM, a UN-related organization working on migration, is recruiting an Administrative Assistant for its Maternity Health Care Centre (MHAC) in Lagos. The post covers administrative support for the centre, including document management, liaison with embassies and coordination of the facility.

Key responsibilities

• Maintain internal office procedures such as document tracking, filing, archiving and monthly reporting.
• Keep the e-archiving system for medical files, blood test results and follow-ups in order.
• Prepare mail-out lists for embassies and liaise with them on the processing status of immigrants and dispatch of documents.
• Store chest X-rays and keep hard copies of medical documents (informed consent, radiologist reports, sputum smear results, pregnancy tests, etc.), and photocopy and scan documents as needed.
• Update the database with completed medical deferrals and other documents received from the MHD and forward them to the migration health physician.
• Provide feedback on staff allocation to the various units within the MHAC.
• Maintain an inventory and organise procurement and storage of stationery, IT equipment, consumables, hygiene products and medical supplies.
• Coordinate the acquisition, renovation, refurbishment and maintenance of the MHAC facility with the MHAC Supervisor.
• Check travel authorizations and advise on allowances for staff travelling on duty.

Required profile

• Bachelor's degree in Administration Management, Medical Administration or a related field from an accredited university, with at least two years of relevant experience.
• Experience in administrative support or similar roles; working with refugees or migrants in a medical setting is an advantage.
• Previous experience with NGOs or international organizations is an advantage.
• Fluency in English (oral and written); IOM staff must also be fluent in one of its official languages.

Required skills

• Computer applications such as MS Word, Excel and Outlook.
• Planning and coordinating logistical arrangements, and managing time and multiple tasks.
• Accuracy in handling and reporting data, attention to detail and good written and verbal communication.