Office Manager

The Office Manager Associate is responsible for facilitating the efficient functioning of the main office in Cairo through a range of administrative, clerical, financial (petty cash) and managerial tasks in addition to managing coordination of project activities such as meetings, translation services for international experts, data collection and assistance with organising and running workshops. The Office Manager reports directly to the
Team Leader and coordinates their activities with the Team Leader, Project Accountant, Project IT expert, and the Field Office Managers/Admin staff.
General office responsibilities include:

- Supervision of maintenance of main office premises and office furniture.
- Set up and maintenance of general archives.
- Maintenance, safe keeping, handling and timely ordering of appropriate inventory list and procedures of office stationery, equipment and furniture.
- Ensuring the availability of refreshments, coffee, and tea for staff and visitors.

Administration and Supervisory responsibilities:

- Meet and greet visitors to the office.
- Translation of general correspondence, articles, and documents.
- Keeping of Petty Cash on a daily basis with cash receipt and payment records to be submitted monthly to Project Accountant and reconciled with any work advance payments.
- Safe keeping, maintenance, and allocation of audio visual and training equipment, if any.
- 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 Team Leader, the Project Accountant, and Experts.
- 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 of documents, binding of reports etc.
- Liaising with staff, client and suppliers.
- Supervising and delegating tasks to support staff.
- Liaison with Government entities (after consultation with TL)
- Liaison with relevant governmental departments, ministry officials, police and immigration.
- Arranging permits and other official documents if needed;
- Timely renewal of licenses, residence permits, visa, etc. of foreign nationals;
IT coordination responsibilities include:

- Supervision of maintenance of main office equipment (computers and computer network, telephones, fax machine, electrical appliances, photocopiers, printers, etc.)
- Coordinate with IT expert for weekly/monthly back-ups of data on computers.

Drivers Coordination responsibilities include:

- Supervision of the driver
- s pool in coordination with the appointed 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.
- HR responsibilities include:

- Preparing time sheets - support staff and register the time sheets of the support staff on accounting system on a weekly basis
- Preparing overtime sheets - support staff for HR Advisor review and approval.
- Prepare leave requests and get them signed by TL and staff for HR review.
- Register the timesheets of the experts on accounting system monthly.
- Manage mandatory training required for staff
- The following experience/capabilities are required for this role:

- Egyptian nationality
- University degree in Administration or related field
- Experience working in a similar role and 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
- Mott MacDonald are looking for an Office Manager Associate to support the ongoing Kitchener Drain Rehabilitation Component (KDRC) Project in Egypt. The Government of Egypt launched the National Rural Sanitation Program (NRSP) in 2015, which aims to provide access to sanitation in rural areas through the provision of wastewater treatment plants, sewage networks and pump stations. The NRSP is a key Presidential program and it has identified the Kitchener Drain catchment as a priority catchment in Egypt.
The Kitchener Drain is one of the main agricultural drains in the Middle Nile Delta and passes through the Governorates of Gharbeya, Kafr El Sheikh, and Dakaley