Office Manager

4 weeks ago

القاهرة, Egypt Mott MacDonald Full time

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- Responsible for facilitating the efficient functioning of the office through a range of administrative, clerical, financial (petty cash) and managerial tasks. The Office Manager reports directly to the Country Operations Manager Team and coordinates the activities with them, the branch finance team, the branch IT and the Office Managers/Admin staff.**The tasks related to the office management include but are not restricted to the following**:

- 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.
- 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.

**_IT coordination duties:_**
- Supervision of maintenance of main office equipment (Computers and computer network, telephones, fax machine, electrical appliances, photocopiers, printers, etc.)
- 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.

**_Drivers Coordination duties: _**
- 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 destinat

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