Administrative Assistant
6 days ago
**JOB TITLE**:Administrative Assistant
**DEPARTMENT**:Centre of Excellence
**REPORTING TO**:COE Director MEA***
**ADDITIONAL INFO**:Should be based in Egypt***
**PURPOSE OF POSITION**:
The administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Manages the office operations and order to ensure smooth Familiar with a variety of the company practices and procedures.
**KEY RESPONSIBILITIES**
- Answer and direct phone calls
- Maintain contact lists
- Produce and distribute correspondence memos, letters, faxes and forms
- Develop and maintain a filing system for office orders and invoices
- Order office supplies
- Submit and reconcile expense reports
- Provide general support to visitors
- Provide information by answering questions and requests
- Prepare and monitor invoices
- Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
- Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
- Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
- Organize travel arrangements for senior managers
- Book conference calls, rooms, taxis, couriers, hotels etc.
- Cover the reception desk when required
- Handle sensitive information in a confidential manner
- Coordinate office procedures
- Coordinate repairs to office equipment
- Greet and assist visitors to the office
**DELEGATION OF AUTHORITY**
As per Board-approved DOA and as necessary for functions outside the DOA.
As delegated by the Managing Director, when necessary
**POSITION RELATIONSHIPS**
**Inernal**
- Office staff
- Other OpCo’s visiting the office **External**
- Building management
- Suppliers
- Customers
**PERSONAL QUALIFICATIONS & EXPERIENCE**
**Education/achievements**
**Required**
High school diploma or equivalent; college degree preferred
**Experience/Knowledge**
**Required**
- Proven admin or assistant experience
- Knowledge of office management systems and procedures
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Proficient in MS Office
**Specific Skills**
**Required**
- Professionalism
- Problem Solving
- Supply Management
- Inventory Control
- Communication
- Attention to Detail
- Accuracy
- Multitask
- Teamwork
- Discretion and Judgment **ROLE SPECIFIC COMPETENCIES & BEHAVIOURS**
**Customer Driven**
- Gains insight into customer needs.
- Identifies opportunities that benefit the customer.
- Builds and delivers solution that meet customer expectation.
- Establishes and maintains effective customer relationships.
**Collaborative**
- Works cooperatively with others across the organization to achieve shared objectives.
- Represents own interest while being fair to others and their areas.
- Partners with others to get work done.
- Credits others for their contributions and accomplishments.
- Gains trust and support of others.
**Inclusive**
- Seeks to understand different perspectives and cultures.
- Contributes to a work climate where differences are valued and supported.
- Applies others’ diverse experiences, styles, backgrounds, and perspectives to get results.
- Is sensitive to cultural norms, expectations, and ways or communicating.
**Accountable**
- Follows through on commitments and makes sure others do the same.
- Acts with a clear sense of ownership.
- Takes personal responsibility for decisions, actions and failures.
- Establishes clear responsibilities and processes for monitoring work and measuring results.
- Designs feedback loops into work.
**Champions VBS**
- Identifies and creates the processes necessary to get work done.
- Separates and combines activities into efficient workflow.
- Seeks ways to improve processes, from small tweaks to complete reengineering.
- Is a simplifier, focused on cutting through complexity?
- Prioritizes to the critical few - focuses on what matters most.
**Self-Aware**
- Reflects on activities and impact on others.
- Proactively seeks feedback about shortcomings.
- Admits mistakes and gains insight from experiences.
- Knows strengths, weaknesses, opportunities, and limits.
**Pioneering**
- Comes up with useful ideas that are new, better, or unique.
- Introduces new ways of looking at problems.
- Can take a creative idea and put it into practice.
- Encourages diverse thinking to promote and nurture innovation.
**Agile**
- Learns quickly when facing new situations.
- Experiments to find new solu
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