Health Administrative Assistant

The Health Administrative assistant will work as part of the Qobayat officer team in the health department. The main position will support the Health team on a daily basis and will report directly in to her/him. The position is based in Qobayat officer but will require field visits to IMC contracted sites regularly.  Note the Job Description is subject to change based on needs.   General Duties Act as the main telephone and email contact point for queries on managed contracts and general procurement enquiries. Respond to enquiries concerning criteria for contract award decisions. Take part in the procurement process of materials and services in coordination with the Logistics Manager for all IMC implemented programs Ensure POs are signed by the relevant Program staff member for initiation. Assist the Logistics Dept. in maintaining of procurement records such as services purchased, costs, delivery, product quality or performance and inventories, keeping commitment accounts and monitoring spend. Write reports/memos documenting procurement decisions and prepare justification for contract awards or vendor selection. Provide administrative support to ensure that program operations are maintained in an effective, up to date and accurate manner and communicate this accordingly Health Department Assist with the administrative tasks, financial monitoring and HR duties, alongside Respond to the phone calls and follow up on the office needs and monthly payments. Prepare Purchase requests, contracts and memo’s as requested by the health staff. Ensure tracking system for the Purchase requests. Review all back up documentations collected from the contracted sites. Prepare monthly check requests and send them to main finance department Conduct field visits and ensure monthly payments are done on time Work alongside IMC Health Department Staff: In the field, to better assess and ensure that the logistical procedures are carried out effectively. This includes but is not limited to organizing training & event venues, carrying out logistical duties as part of setting up these events, and procuring material as necessary, In the office, to monitor and assist with the logistic and financial internal filing system. -Maintain IMC archives in accordance with the requirements of the project  Send and receive faxes emails from/to IMC field sites. -Input data into excel sheets and beneficiary contracts, maintain updated files for all beneficiaries in both hard and soft copy-Create and maintain information database-Liaise with field team to gather and disseminate information and documents as required-Work closely with the team to assist in  archiving files and completing the required back up documentation for all activities  -Perform photocopy work when required;- Follow up on the payments in accordance with IMC financial guidelines. -Work closely with the health team to update the patients tracking sheet including all medical administrative and financial input and send on a daily basis. Reporting Report directly on all tasks and      responsibilities to the Senior health officer and Medical coordinator,      Providing timely updates as required. Report to the logistics manager and      Finance/admin department as required. SKILLS REQUIRED:           Must hold a bachelor degree -Excellent knowledge of Microsoft office package, including excel and word-Excellent written and verbal communication skills in both English and Arabic-Excellent organizational and time management abilities-Experience in data entry and/or administrative work.