Position Summary:

The Administrative Clerk, under the guidance and support of the Administrative Officer, performs a variety of administrative work and related support services. Responsibilities of the Administrative Clerk include performing all kinds of data entry works on administration, customer and support. The role holder is required to support the medical / clinical staff in all immunization / vaccination programs. The role holder will also be accountable for creative participation in programs aimed at enhancing the community health awareness on the importance of vaccination in minimizing the occurrence of communicable diseases.

Nature and Scope of Position:

1. Work closely with the Administration Officer, to implement the goals, objectives and strategic plans of the Vaccination Section.
2. Assists in organising, planning, and scheduling the daily work assignments of the Vaccination section.
3. Perform all kinds of data entry works required for the administration, customer and support services.
4. Assist in tracking training requirements and regulation compliance for all staff.
5. Support the Administration Officer and/ Head in budget preparations and statement of expenditures.
6. Organizes and maintains correspondence, requests and records, following up on pending matters with limited direction to ensure that all activities are on schedule.
7. Performs a variety of assignments which are sometimes confidential in nature; enters data, draft, edit, revise and print letters, tables, reports and other materials.
8. Support in coordinating all the staff related works such as salary and allowances, other benefits, performance appraisals.
9. Render all required support in the administration of routine vaccination schedules, special campaigns, Travellers’ vaccination program etc.
10. Provide support in organizing massive immunization campaigns and out break vaccinations or any similar situations of national emergencies.
11. Participates in all health promotion and education activities organized by the PH Department on immunization / vaccination as and when required.
12. Support immunization activities, programs or care provided to specific populations or in response to epidemic outbreaks.
13. Assist in the documentation of the administration of vaccine and recording adverse events so that subsequent immunizations can be provided in a safe and timely manner.
14. Ensure that own personal immunizations are current (e.g., Hepatitis B, Tetanus/Diphtheria every 10 years, annual influenza immunizations).
15. Provide support in the completion of Month end reports to ensure timely submission of monthly MIS to the Division Manager and / Department Director.
16. Performs general clerical duties to include but not limited to: photocopying, scanning, faxing, mailing and filing.
17. Performs miscellaneous duties as assigned.

General Accountabilities:

1. Demonstrates extraordinary customer service by fulfilling all customer requirements within the accepted standards of time, cost and quality;
2. Complies with all the laws and regulations of the State of Qatar and the policies of the Supreme Council of Health and points out non-compliance by others;
3. Maintains regular attendance, punctuality and dedication to position; consistently arrives to work and departs from work as scheduled;
4. Deals with non-negotiable integrity in all matters at the workplace and outside of work
5. Accepts responsibilities in different shifts, both outside normal working hours and during official holidays, if required by the organization;
6. Accepts, within reasonable boundaries, working with males or females of divergent nationality within or outside the department;
7. Demonstrates respect for colleagues and works as a team player enabling the flow of communication, refrains from grapevine, gossip and ill-will for colleagues;

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