Eras Administration Assistant

SUMMARY

Under the direct supervision of the Director of Administration and Human Resources, the incumbent will mainly manage the project fleet and drivers; provide logístical support to travelling staff; administer Cairo office imprest funds; keep track of all project's assets; and assist with recruitment and administering medical programs for local staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned by the direct supervisor.
- **FLEET SUPERVISION
- Manage day-to-day fleet operation activities
- Supervise drivers ensuring their strict adherence to relevant ABT policies and procedures concerning authorized use of vehicles, maintenance plan, vehicles' cleanliness, trip records, adherence to local traffic rules and regulations, professional driving conduct, etc.
- Review and verify completed trip records on daily basis
- Review and verify fleet's maintenance checklist
- Liaise with contracted service providers and car agents to ensure quality maintenance and repair services are rendered per best standards.
- Ensure vehicle's licenses are renewed in due course.
- Ensure drivers always have valid driving licenses.
- Maintain files for fleet's documents.
- **ADMINISTRATION
- Provide logístical assistance to traveling staff and contracted consultants through the reservation of pre-approved hotel accommodations, and round-trip flights per relevant policies and procedures.
- Assist with striking corporate rate agreements with selected hotels in the governorates where EVAS operates.
- Administer imprest funds per relevant policies and procedures.
- Maintain/update a database for assets inventory per relevant policies and procedures
- Ensure office equipment, such as copiers, telephone & fax lines, is constantly in good operational condition through contracted service providers.
- Ensure office premises and their contents and fixtures are constantly clean and tidy through office janitors.
- Administer health care programs for eligible staff.
- Initiate social insurance procedures for new and departing staff.
- Maintain a good filing system as well as e-archive for administration documents.
- **PERSONNEL
- Keep track of employees' annual & sick leave entitlements
- Collect, review & file time sheets & attendance reports
- Maintain & update categorized roster of job applicants
- Arrange for pre-employment medical check-up for new employees.
- Maintain/update records on secondment & LOWP letters.
- Assist in scheduling interviews for job applicants

SUPERVISORY RESPONSIBILITIES

The Administrative Assistant will supervise Cairo-based drivers and office janitors.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

EDUCATION and/or EXPERIENCE

LANGUAGE SKILLS
- Ability to communicate with and respond to common inquiries or complaints from beneficiaries and members of the business community.
- Ability to write and translate reports.
- Ability to effectively present information to top management and component members.
- Fluency in language skills required are: English and Arabic.

REASONING ABILITY

Must be adept at critical thinking and problem -solving skills. Must be able to handle problematic situations quickly and efficiently especially in relationship to fellow staff members.

PERSONAL QUALITIES
- Must be prompt, accessible, resourceful, self-starter, results-oriented with a positive outlook.
- Must be an excellent communicator, team-player with demonstrated interpersonal and networking skills.