Office Manager

2 days ago


مصر, Egypt Mott MacDonald Full time

The tasks related to the office management includes but are not restricted to the following:

- Supervision of maintenance of Qena office premises, office furniture and equipment (computers and computer network, telephones, fax machine, electrical appliances, photocopiers, printers, etc.);
- Act as an interpreter for international experts;
- Arrange appointments, hotel reservations and travel bookings as well as venue bookings for meetings, workshops and training activities etc. in consultation with the TL, the Project Coordinator and the Experts;
- Maintain daily records of all staff (experts and support staff) activities (attendance records, daily & monthly timesheets, leave requests, records of casual leave, sick leave, annual leave, personal records, etc.) for approval by the TL.
This will be particularly important during the construction supervision stage when timesheets will form the basis of payment for the services;
- Coordinate with IT expert for weekly/monthly back-ups of data;
- Meet and greet visitors to the TADEC office;
- Translation of general correspondence, articles and documents;
- Keeping of Petty Cash on a daily basis with cash receipt 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;
- Daily pick-up of mail from P.O. Box if available;
- Assistance in photocopying of documents, binding of reports etc.;
- Undertake all normal secretarial duties
- Supervising the preparation of refreshments, coffee, and tea for staff and visitors;
- Liaising with staff, client 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 project cars in coordination with the 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 system);
- Licensing and insurance of cars in coordination with the Senior Driver;
- Arranging permits and official documents;
- Maintenance and safe keeping 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 TL)
- Liaison with relevant governmental departments, ministry officials, police & immigration;
- Arranging permits and other official documents if needed;
- Timely renewal of licenses, residence permits, visa, etc. of foreign nationals;
- Any other related duties which may be requested from time to time.

The tasks related to the coordination include but are not restricted to the following, and relate to both Qena and Sohag ACs.
The work will require the job holder to develop a good working relationship with the AC staff in both ACs.
- Coordination of meetings with the ACs for visiting experts
- Translation services for international experts (both written and spoken)
- Collection of data from the ACs
- Assistance with obtaining any required permits
- Assistance with organising and running workshops.
- Participation in field trips (treatment plants, pumping stations, pipe networks) to assist Experts in data collection or capacity building activities.
- 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, Powerpoint)
- Excellent communication skills
- Ability to work in teams and communicate effectively in a multi-cultural environment

Job Profile
- The employee shall be employed by Mott Macdonald (MM).
Mott MacDonald works in developing countries to support good governance, increase access to essential services, build capacity, sustainability and resilience in the water & sanitation, health, education, climate & environment sectors - while safeguarding the environment and promoting human rights and gender equity. Our work focuses on a variety of countries in including Egypt, Bangladesh, Indonesia, South Sudan, Nepal, Rwanda and Tanzania.
Mott MacDonald, in conjunction with Consulaqua (CAH) and AAW,
has been appointed for the Second Improved Water and Wastewater Support Programme (IWSP2) in Egypt to provide Technical Assistance, Design and Engineering Consultancy (TADEC) in the Governorates of Qena & Sohag, in Upper Egypt. The Project will support the Egyptian water sector refo


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