Administrative Assistant – International Medical Corps 828 views

Administrative Assistant: International Medical Corps

Deadline: 15 March 2022

Location: Harare

About

International Medical Corps is a global humanitarian nonprofit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs. Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, nonpolitical, nonsectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in areas worldwide. By offering training and health care to local populations and medical assistance to people at high risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance. International Medical Corps began its operation in Zimbabwe in 2009 in response to the cholera outbreak and since, we have delivered quality health services, nutrition and food-security programs, and have reduced the spread of waterborne diseases by increasing access to clean water and improving hygiene practices. International Medical Corps’ Zimbabwe mission has recently provided Nutrition, Water Sanitation and Hygiene (WASH) and maternal and child health support and preparedness capacity-building. Operations have been centralized in Matabeleland North and Matabeleland South provinces and there are plans to expand programmatic coverage to Masvingo Province. International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to the International Medical Corps at the website provided at the end of this document.

Job summary

The Administration Assistant will be responsible for the administrative support at the office, ensuring day to day administration functions are performed in accordance with International Medical Corps policies, procedures and donor requirements.

Job description

Manage the reception area, attend to visitors to the offices and support all inquiries or requests; Schedule meetings, interviews, events and maintain agendas, take minutes of meetings and draft correspondence to partners and other agencies, as requested; Ensure that purchasing and procurement of office supplies is done as per procurement procedures and meet donor specific requirements; Reconciliation of various records, investigating unusual items and bringing these to the prompt attention of the supervisor; Assist with the management of all logistics matters relating to dispatching of goods; Transport and fuel management; Adherence to the requirements of the CBFRM guidelines & procedures; Responsible for the proper filing of documents at the office; Assist with the receiving of procured goods; Produce and submit reports on general administrative activities; Organizational support in event management and on-line meetings, including scheduling meetings and managing the Country Director’s calendar; Support in maintaining proper electronic filing system, including tracking incoming correspondences for the Deputy Director, logging outgoing correspondences, and ensuring proper and timely follow up with relevant colleagues; Assisting in preparation of data collection, research, preparing PowerPoint presentations, and editing documents; Perform all other duties and tasks as assigned.

Code of Conduct

As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adhere to those standards.

Safeguarding

It is the shared responsibility and obligation of all staff to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.

Equal Opportunities

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, colour, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

Code of Conduct

As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adhere to those standards. The position holder is expected to set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

Safeguarding

It is the shared responsibility and obligation of all staff to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.

Equal opportunities

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

Qualifications

University Degree in related field; additional qualification as an administrative assistant or Secretary will be a plus; Proven five (5) years’ experience as an Administrative Assistant, Virtual Assistant or Office Admin Assistant; Knowledge of office management systems and procedures; Working knowledge of office equipment, like printers and fax machines; Proficiency in MS Office (MS Word, MS Excel and MS PowerPoint, in particular); Excellent time management skills and the ability to prioritize work; Attention to detail and problem-solving skills; Excellent written and verbal communication skills; Strong organizational skills with the ability to multitask; Fluent in English and local languages is a plus; Working with INGO / UN is a plus