Job Description:
Job Title: Office Administrator
Department: Human Resources
Contract Type: Fixed Term 1 year
Job Purpose: The post holder is responsible for finance and administrative duties for our operations in Egypt and Sudan.
Reports to: Country Manager, Egypt
Other Key Contacts: Day to day liaison with colleagues within the region and Area
Requirements
- An experienced administrator with an understanding of Office Management, Procurement,
- Human Resources, Health, Safety & Environment, and an appreciation of working in a multicultural environment.
- Knowledge of how the function fits into the business.
- Ability to liaise with all visitors, including dignitaries, government representatives, and the public.
- Ability to develop good working relationships across the area and functions.
- Demonstrates initiative, anticipates and identifies potential problems and constructively offers advice, new approaches or original solutions.
- Has a direct impact through their responsibility for the quality of the tasks performed and services are provided to the country manager and local office team.
- Mainly on the local team and indirectly on the wider Africa and Asia Area team.
- Strong communication skills make a positive impression and builds effective constructive relationships with colleagues, customers, suppliers, and 3rd party stakeholders and works with a diverse range of people with a range of experience and skills.
- Effective verbal and written communication skills, specifically across differing groups of individuals (internal and external) and in a range of different medias.
Education and Knowledge
- Bachelor's degree, Excellent language skills; fluent in Arabic, English both spoken and written
- IT literate with excellent knowledge of Microsoft Office applications specifically Excel, Word and Outlook
- Knowledge of payroll and labour law desirable
- French would be advantageous
Experience Essential
- Minimum 5-7 years experience in office administration.
- Ability to complete tasks and information clearly and concisely, verbally and in writing
- Able to demonstrate discretion and confidentiality
- Good communication and negotiation skills
- Excellent organization and time management skills
- Attention to detail
- Ability to demonstrate a professional, confident, and can-do attitude
- Can juggle their workload and keep calm under pressure
- Able to adapt to change
- Committed to professional development
- Health and Safety responsibility for self and others
Key Responsibility
Office:
Assist internal and external auditors on regional processes
Liaise with local authorities, contractors or individuals where
this may be of use in facilitating the work of the Commission
Liaise with officials of all nations in the arrangements for
commemorative services and most notably in connection
with preparation of ceremonial events within Egypt
Negotiate with office suppliers and contractors in respect of
area mobile phone contracts, courier companies etc.
Location: Office based - primarily based in Regional Office, Egypt
Working hours: 07:30 to 16:00 Sunday to Thursday with a 30-minute break
There will be occasions when you will be required to work out of
hours, predominantly evenings and/or weekends. Time off in lieu may
be granted for any approved additional hours worked
Travel: Must be willing to travel within Egypt and overseas, sometimes at short notice; this will be a very rare occurrence.
A valid passport is required.
Full Driving Licence: Required
Right to work: Must have the right to work in Egypt
KEY RESPONSIBILITIES and ACCOUNTABILITIES OF THE ROLE
General
Administration duties
Support and liaise the Area Office
Translate nonofficial documents and minutes to and from English and French
All general office duties as required
Assist with visitor inquiries
Answering both internal and external telephone inquiries clearly and politely
Collect, seal, and stamp outgoing mail
Open, sort, and distribute incoming mail
Perform general office or clerical work such as filing materials, or running ad hoc errands as
and when required
Health & Safety
Responsible for following the correct procedure for accident at work and near misses and
compiling paperwork as necessary and sending a monthly report
Follow-up the Health and Safety Office works by preparing a record for the normal and
chronic injury and semi-annual report and issue the employees medical report and submit to
the Health and Safety Office
Ensure that packages or messages are delivered in a time efficient manner
Procurement
Carry financial custody for buffet and office expenses.
Settle the financial custody with the financial department
Supervise hosting labor and maintenance expenses (Water, Electricity, Plumbing)
Work on local procurement, obtain prices, and submit comparison list for approval.
Obtain signatures and payments, or arrange for recipients to make payments
Operations Support
Assist and support the local Technical Supervisors
Attend meetings, take notes, and produce minutes
Administration of vehicle fleet, including the arrangement of servicing, repairs, licensing and
monitoring Responsible for renewal of car licenses
Responsible for managing car services, repairs, and maintenance
the weekly vehicle check system
Ensure imported shipments are safely cleared from customs and delivered to sites.
Keeping customs register up-to-date and stamping it from customs office as and when
required
Follow up the Security tasks and shifts
Support with External Stakeholders
Responsible for any paperwork to be delivered to embassies for the issuing of visas to
different countries
Follow up the administration external tasks with the Governmental Institute
Liaise as and when required with city councils, social insurance offices, health insurance
offices and other government to ensure the smooth running of the office
Point of contact for Commonwealth Government Embassies and provide support for
Ceremonies and Remembrance Days
Human Resources
Submit various monthly returns and checklists to the Area Office
Prepare the monthly report for the employees status and submit to the Human Resources
department
Collect and compile Vacations, Permissions and Off-site duty, Penalties and Rewards for
employees.
Supervise the attendance sheet for all the employees
Establish, organize, and supervise the maintenance of personnel records ensuring complete
accuracy and confidentiality
Coordinates any HR administration process as per AAA HR instructions which include, but not limited to; updating various spreadsheets, filling issuing of letters and contracts as per MA
HR instructions
Maintain and monitor records of annual and sickness leave and send monthly reports to MA
HR Department
Maintain and monitor monthly training returns and sent to AAA HR Department
Responsible to arrange training courses for locally engaged staff (e.g. First Aid, Defensive
driving etc.) and to submit training returns at the end of each month
Ensure all aspects of relevant Labour Law and Conditions of Service are applied correctly
Follow-up employees attendance.
Execute Medical Insurance tasks for employees
Extract Social Insurance Forms No. 1,2 and 6
Team Performance
Participates in Area team activities as and when required
Translates and distributes information from regular team meetings to update staff on all
aspects of operations.
Project Responsibilities
As required
Job Functional Knowledge
An experienced administrator with an understanding of Office Management, Procurement,
Human Resources, Health, Safety & Environment, and an appreciation of working in a multicultural environment.
Business Expertise
Knowledge of how the function fits into the business.
Ability to liaise with all visitors, including dignitaries, government representatives, and the
public.
Ability to develop good working relationships across the area and functions.
Problem-Solving
Demonstrates initiative, anticipates and identifies potential problems and constructively
offers advice, new approaches or original solutions.
Nature of Impact
Has a direct impact through their responsibility for the quality of the tasks performed and
Services are provided to the country manager and local office team.
Area of Impact
Mainly on the local team and indirectly on the wider Africa and Asia Area team.
Interpersonal Skills
Strong communication skills make a positive impression and builds effective constructive
relationships with colleagues, customers, suppliers, and 3rd party stakeholders and
works with a diverse range of people with a range of experience and skills.
Effective verbal and written communication skills, specifically across differing groups of
individuals (internal and external) and in a range of different medias.
PERSON SPECIFICATION
Education and Knowledge
Essential
Bachelors degree
Excellent language skills; fluent in Arabic, English both spoken and written
IT literate with excellent knowledge of Microsoft Office applications specifically Excel, Word
and Outlook
Desirable
Knowledge of payroll and labour law desirable
French would be advantageous
Experience
Essential
Minimum 5-7 years experience in office administration.
Skills and Abilities
Ability to complete tasks and information clearly and concisely, verbally and in writing
Able to demonstrate discretion and confidentiality
Good communication and negotiation skills
Excellent organization and time management skills
Attention to detail
Ability to demonstrate a professional, confident, and can do attitude
Can juggle their workload and keep calm under pressure
Able to adapt to change
Committed to professional development
Health and Safety responsibility for self and others
Your key duties are set out within this job description. From time to time, you may be required to perform