Senior Medical Administrative Assistant
4 months ago
**_We are looking for individuals who want to join our Team with the Naval Medical Research Unit located in Cairo, Egypt_**
- ** Title: Senior Medical Administrative Assistant**:
- ** Location: NAMRU Facilities, Cairo, Egypt**:
- ** Start Date: 25 September 2024**:
- ** Job-Type: Full Time (40 Hours/week)**
**SUMMARY**
The Naval Medical Research Unit (NAMRU) is looking for professional support in the specialized areas of Administration and Supply/Warehouse Management.
**QUALIFICATIONS**
- Education: Bachelor of Arts in Business Management, Administration, Accounting, Finance, or a related field is required.
- Technical: Working knowledge of the use of audio and video streaming equipment and software. Customer service and Interpersonal communication are recommended. Incumbent should be sufficiently qualified so that training is only required to become familiar with NAMRU EURAFCENT procedures/policies necessary for performing all duties of this position.
- Langauge: Level III (speak/read/write) English proficiency and fluency (speak/read/Write) in Arabic.
- Knowledge of standard office procedures and customer service practices are required. Professional, working knowledge related to administrative duties and office management.
- Knowledge of computer programs including databases, Excel, Word, and Power Point.
- Knowledgeable of medical terminology.
- Knowledge of systematic filing systems for all correspondences and documents employing an electronic storage and retrieval system.
- Well-developed Interpersonal skills to deal with end work comfortably with American and Egyptian personnel are required.
- Excellent coordination skills.
- Ability to undertake assignments and complete work within established deadlines with minimum supervision is required.
- Excellent communication and customer service skills to communicate with the different DoD funding agencies and foreign government partners and academic Institutions and to provide logistic support.
- Must be organized and resourceful, able to meet deadlines.
- Has accounting background, able to generate and maintain tracking systems needed to track budgets, correspondence, tasking, and other actions items.
- Proficient In computer operation, software and databases (including word processing, spreadsheets, and presentation software), data management and analysts.
**THE DUTIES INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING**:
**Primary Tasks (95%)**
- Submit and track requests including transportation, access requests, overtime and purchase orders and travel settlement.
- Tracks all logistics related to shipping or receiving of shipments and custom clearances.
- Filing of administrative correspondence, time keeping, compile all human resources related actions as in evaluations and awards.
- Supports administrative functions of the NAMRU EURAFCENT administration department to include writing and editing of official administrative letters, agreements, reports; filing and records management; scheduling and communicating appointments; and reserve meeting rooms.
- Manage and track correspondence and action item routing.
- Manage and track tasking that come from higher echelons through their completion.
- Assist staff to complete travel request packages, travel vouchers, and trip reports.
- Assist in the tracking of all logistics related to shipping or receiving of Items and custom clearances.
- Submission and follow up on purchase orders.
- Compiling and preparing HR related actions for review and submission. Advising staff in completing their command check-in and check-out lists.
- Prepares detailed budget reports according to authorizations of sponsors, reviewing reports for completion according to instructions of sponsors, compiling and presenting quarterly and annual reports to sponsor, and reviews proposal budgets for accurate calculation.
- Prepares and reviews reports to internal and external agencies for completeness.
- Disseminates information and coordination of administrative support tasks.
- Assists in tracking the distribution of funds and in compiling spending plans for the different departments/divisions.
- Trains, mentors, and coaches new administrative assistants.
**Alternate Duties (5%)**
**RSD Admin Support**
- Serves as an alternate OPTAR holder (budget manager) for multiple science funds.
- Prepares manuscript and abstract submission packages, this includes compliance with journal/conference format and
- Instructions ensuring that all forms are complete, signature of all authors have been obtained, submission of the final revised copy to the journal, communicate editor's comment with PI.
- Solicits feedback from science PIs, coordinates and compiles weekly activity reports that are used to generate reports for NAMRU EURAFCENT immediate superior command.
- Assists in processing and routing all NAMRU EURAFCENT Ghana detachment protocols, contracts, manuscripts/abstracts and other requests as needed (Travel packages, purchase orders, etc.).
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