Occupational Health, Safety, and Biosafety Administrative Assistant

hace 4 días

Lima, Perú SPECTRALATAM A tiempo completo

Spectralatam, a leading Peruvian consultancy firm in strategic project management, is looking for an Occupational Health, Safety, and Biosafety Administrative Assistant, as request of our client NAMRU SOUTH (Naval Medical Research Unit SOUTH), located at the Naval Medical Center (CEMENA) in Callao.
Duties and Responsibilities:
- Serve as the Administrative Assistant, with the primary duty of Naval Medical Research Unit SOUTH serving command-supported programs of Occupational Health, Safety, and Biosafety department).
- Perform a variety of miscellaneous technical, clerical, planning, and administrative duties in support of the Occupational Health, Safety, and Biosafety. This includes but is not limited to the development, generation, maintenance and/or updates of office files, digital files and archives, coordination of email, in person, and phone correspondence with NAMRU SOUTH employees, vendors, and collaborators, Developing and bearing a filing system. Act as the POC Correspondence Management System and of the SC Command Report.
- Organize, track, and process all related purchase request tasks for NAMRU SOUTH approval, assist with budget management, assists in tracking and managing funds allocation, and expenditures, and maintaining an accurate budget for the department for Occupational Health, Safety, and Biosafety, and other office administrative requirements related to the procurement process.
- Assists in the preparation - in Spanish and/or English as needed- of project management support documentation including official and non-official letters. Translation of reports, documents, trainings, and other from Spanish to English and vice versa, or any other language in which the contractor is certified.
- Perform other administrative requirements which includes tracking forms, scheduling appointments with the creation and coordination of communications for appointments to employees, routing documents for signature, preparing travel documentation, and preparing and managing purchase orders and records, validating and updating inventory, updating Defense Medical Logistics Standard Support (DMLSS), obtaining office supplies, and managing calendars.
- Procure supplies, equipment, vaccines, and medications in support of the Occupational Health, Safety and Biosafety Programs. Preparing and managing purchase orders and records, while sustaining front-end communication with users, visitors, and vendors.
- Prepare contract for services and generate Annual Spending Plans, for each of the Biosafety, Safety and Occupational Health programs. Manage, maintain, and update funds from each of the Biosafety, Safety and Occupational Health programs.
- Assists with preparing documentation and shipping of samples for laboratory testing in the United States and other supplies required to be shipped locally to meet Occupational Health Requirements
- Assists with shipping of samples to the United States for Active-Duty Medical Readiness.
- Assists with arranging inspection meetings for Biosafety, Safety and Occupational Health programs, while scheduling appointments, as required.
- Collects, compiles, validates, interprets, and analyzes data and trends using standard practices and techniques in the field(s) of specialization, managing databases and tracking programs’ deadlines.
- Prepares separate budgets for each respective department, including the preparation of annual and quarterly reports. Monitors the Occupational Health, Biosafety, and Safety Spending Plans and coordinates with NAMRU SOUTH Finance Department.
- Manages all procurement requirements for the Occupational Health, Biosafety, and Safety departments, request of quotations in writing or by phone in United States and Peru. Prepares purchase orders by verifying specifications and price and verifies receipt of items by comparing items received to items ordered. Keep accurate inventory of the purchased material including its destination and the expended amount to prepare the next year budget projection and adjustment.
- Manages all logistical aspects including arrangements and travel liquidation of expenses for national and international travel of staff members, coordination of travel arrangements and access clearance for the Department of Defense (Do D) Industrial Hygiene Survey visitors, organization of Occupational Health, Biosafety, and Safety Trainings and networking meetings.
- Manages, prepare, and keep updated material inventories, personnel databases, utilizing advanced MICROSOFT OFFICE including but not limited to WORD and EXCEL skills, dynamic charts, graphics, and hardcopy material as necessary to prove compliance with the Do D and Navy Safety, Biosafety, and Occupational Health Programs. This includes preparation and updating of the content of binders for each Occupational Health, Biosafety, and Safety Program to be audited periodically by the MEDIG.
- Prepare periodic appointments, coordination and arrangements for the Quarterly Occupational Health, Biosafety, and Safety Inspections, Trainings and Safety Fit Testing in Lima and Iquitos according to the annual Training Plan. Translation of trainings, Bulletins and any educational material as well as monthly check-up and batteries replacement of AEDS (defibrillators) from NAMRU-SOUTH.
Requirements:

- High school diploma and bachelor’s degree in business and administration or in a relevant or similar field
- Minimum of 3 years work experience as an administrative assistant, responsible office experience at the mid or senior clerical level or higher, or combination of relevant experience in the field.
- Preferred knowledge and/or experience of minimum 6 months in safety and occupational health guidelines and regulations in Perú and/or United States of America.
- Preferred that work experience is in academia, research, or healthcare.
- Language: At least Full professional proficiency (level 4) but primary fluency/bilingual proficiency (level 5) is preferred. Level 5 (primary fluency) level in Spanish is required.
- Translation: Requires the ability to translate orally and/or written materials between Spanish and English and vice versa.
- Advanced computer skills including Microsoft office (Word, Excel, Outlook, Power Point, etc.), Adobe acrobat professional, and MS Teams.
- Strong Customer service, closed-loop communication, and interpersonal skills.
- Effective communicator, detail-oriented, organizational skills, independent worker
- Detail oriented and strong organizational skills.
- Ability to prioritize, triage, and multitask.
- A proactive and independent worker.

Tipo de puesto: Tiempo completo, Permanente
Sueldo: S/.3,000.00 - S/.3,300.00 al mes
Escolaridad:

- Bachillerato terminado (Obligatorio)

Idioma:

- inglés (Obligatorio)

Fecha de inicio prevista: 25/11/2024

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