Office Manager

Country: Egypt

Position Location: Cairo, Egypt

Contract Type: Contract

Work Pattern: Full Time

Market: Various

Discipline: International development

Job Ref: 5749

Recruiter Contact: Shailesh Chougule

• Supervision of maintenance of the MM Branch premises, offices furniture and equipment (computers and computer network, telephones, fax machine, electrical appliances, photocopiers, printers, etc.);
• Act as an interpreter for international colleagues.
• Set up and maintenance of general archives.
• Undertake all normal secretarial duties including answering the telephone in the absence of the operator; taking messages; sending and receiving faxes and emails.
• Arrange appointments, hotel reservations and travel bookings as well as venue bookings for meetings, workshops training activities etc. in consultation with the TM, the COM.
• Maintain daily records of staff activities
• Meet and greet visitors to the MM Branch office.
• Translation of general correspondence, articles and documents.
• Keeping Petty Cash daily with cash receipts and payment records.
• Set up and maintenance of general archives.
• Control of office stationery, consumables and software and timely ordering of same.
• Control of capital assets such as computers, printers, and other durable equipment.
• Obtaining and maintaining Project Photo ID cards for all staff.
• Maintenance of record book of letters and documents received from and delivered to third parties.
• Assistance in photocopying and scanning of documents, binding of reports etc.
• Supervising the preparation of refreshments, coffee, and tea for staff and visitors.
• Liaising with staff, clients and suppliers.
• Supervising and delegating tasks to support staff.
• Supervision of the driver’s pool in coordination with the Senior Driver.
• Allocation of cars and drivers for authorised staff in coordination with the Senior Driver.
• Routine maintenance of projects’ cars in coordination with the projects’ Oms & Senior Driver.
• Garaging and security of cars in coordination with the Senior Driver.
• Revising the recording of mileage, fuel consumption and destinations of cars in coordination with the Senior Driver (i.e. installed GPS);
• Licensing and insurance of cars in coordination with the projects’ Oms & Senior Driver.
• Arranging permits and official documents.
• Maintenance and safekeeping and handling appropriate inventory list and procedures of office equipment & furniture.
• Supervising maintenance and cleaning of office premises, office furniture and equipment.
• Liaison with Government entities (after consultation with COM)
• Liaison with relevant governmental departments, ministry officials, police & immigration.
• Arranging permits and other official documents if needed.
• Timely renewal of licenses, residence permits, visas, etc. of foreign nationals.
• Any other related duties which may be requested from time to time.
• Prepare cash flow forecasts and forecasts of required funds on a monthly basis.
• Manage petty cash for the project offices, including managing and reconciling cash advances.
• Maintain all financial records (such as invoices, and work orders) in good order and keep up to date.
• Managing procurement of services & goods and for MM Branch office, including price negotiations.
• Meet and greet visitors to the MM staff.
• Assistance with organising and running workshops.
• Ensuring the affordability and availability of refreshments, coffee, and tea for staff and visitors.
• Arrange subscriptions to selected newspapers, magazines, and journals – if any.
• Maintenance, and allocation of audio-visual and training equipment, if any.
• Arrange appointments, hotel reservations and travel bookings as well as venue bookings for meetings, workshops, training activities.

• Supervision of maintenance of main office equipment (Computers and computer network, telephones, fax machine, electrical appliances, photocopiers, printers, etc.)
• Activating dormant email addresses
• Activating spare laptops GNOS system
• Coordinate with ISMA IT for weekly/monthly backups of data on computers.
• Control of capital assets such as computers, printers, and other durable equipment.

• Supervision of the driver’s pool in coordination with the appointed Office Managers and Senior driver.
• Allocation of cars and drivers for authorised staff in coordination with the appointed Senior driver.
• Coordinate the routine maintenance of cars with the appointed Senior driver.
• Ensure the appropriate garaging and security of cars in coordination with the appointed Senior driver.
• Revising the recording of mileage, fuel consumption and destinations of cars in coordination with the appointed Senior driver (i.e., installed GPS system).
• Licensing and insurance of cars in coordination with the appointed Senior driver.
• Coordinate any other relevant duties of Field Office Admin staff which may be requested from time to time.

• Liaison with relevant governmental departments, ministry officials, police & immigration.
• Arranging permits and other official documents if needed.
• Timely renewal of licenses, residence permits and visas

• Able to live and work in Egypt
• University degree in Engineering or related field
• Experience working on similar projects
• Fluent in Arabic with excellent reading and writing skills
• Ability to easily speak, read and write excellent English
• Proficiency in Microsoft Office (Word, Excel, Power Point)
• Excellent communication skills
• Ability to work in teams and communicate effectively in a multi-cultural environment
• Significant work experience