Office Manager

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

- Supervision of maintenance of Sohag 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 position will provide support in tasks related to the accounting in coordination with the finance department
- University degree in Accounting or related field preferrable.
- Experience in project accounting and/or project coordination
- 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 reform, combining the improvement of the water supply and wastewater infrastructure in Upper Egypt with capacity development measures improving the sustainability of the investments by strengthening the organizational, operational and human resources capacities of Qena AC and Sohag AC.
Both ACs have provided office space within their own premises, which we are in the process of fitting out.
The premises will be partially shared with AC staff, within the shared space we will have offices which are for our ex