Admin Assistant / Office Manger

Admin Assistant / Office Manger, Global Health

Location:
Cairo, ‎48, ‎11561
Egypt

PROJECT BACKGROUND:
Saving Lives and Livelihoods (SLL) is an Africa-wide partnership between
MasterCard Foundation, the Africa CDC, all African Union (AU) Member States
and a number of Africa-based implementing partners, including Project HOPE
Namibia (PHN). SLL aims to increase African Union (AU) Member States' COVID-‎19
vaccination capacity by helping to establish new or bolster existing COVID-‎19
Vaccination Centers (CVCs) in African countries, thereby achieving ‎60%
vaccination coverage among eligible populations. Project HOPE Namibia (PHN)'s
North Africa Saving Lives and Livelihoods (NASLL) project component supports
the provision of training, additional health workers and supplies to operate
fixed CVCs and mobile outreach vaccination teams. PHN and its partners will
work with MoHs and existing CVC managers to create surge staffing plans for
each CVC and mobile outreach team, train health worker cadres of and in, the
process, boost national EPI (Expanded Program of Immunization)'s capabilities
to administer vaccines while ensuring adequate data collection, monitoring,
tracking, information systems (including electronic health information
systems) as well as the necessary tools for data collection, analysis and
reporting are in place. NASLL's three-year project agreement was signed 1st
October ‎2022 and provides funding of approximately USD ‎17.9 million over the
life of the project. The NASLL's Project Management Unit (PMU) is based in
Cairo, Egypt, with remote participation by key staff from PHN's Windhoek,
Namibia, HQ office. Under the supervision and guidance by the PHN's NASLL PMU,
various configurations of country-level staff and local civil society
partnerships are being engaged in the Northern African countries targeted by
the NASLL project.


DUTIES AND RESPONSIBILITIES
JOB SUMMARY
Based in PHN's PMU in Cairo, Egypt, the Administrative Assistant/Office
Manager is responsible for performing and coordinating all administrative
tasks related to the NASLL project, including providing administrative and
secretarial support to the Project Director/PI and other PHN staff in Egypt
and elsewhere. The Administrative Assistant/Office Manager will also be
responsible for receiving calls or visitors and directing them to appropriate
areas; maintaining an orderly safe and clean PHN PMU NASLL office environment
and supervising the PMU office, office supplies, office equipment, security,
hospitality services, cleaning, logistical and other related tasks.

SPECIFIC RESPONSIBILITIES:*
Under the supervision of the Project Director/PI and in close collaboration
with all PHN staff inside and outside Egypt, the Administrative
Assistant/Office Manager will perform the following specific duties:
A) Provide general administrative management support:
‎1. Coordinate and collaborate with PHN staff and units to ensure efficient
and effective dispatch and receiving of all goods, supplies and services
required for timely, high-quality performance of the NASLL project.
‎2. Coordinates with PHN staff and units to initiate, document, track and
report on procurement, distribution and delivery of goods and services
required for PHN's NASLL program in North Africa.
‎3. Establish and maintain updated records of procurement, logistics, asset
inventories, movements (including staff movements), vendor price/cost
analyses, vendor performance, local procurement and logistics laws, etc.
‎4. Coordinate drafting, translation, transmission and/or advertisement of all
correspondence within PHN and between PHN and all project partners.
‎5. Supervise PHN PMU office rental contract (landlord/building issues),
utilities (including water, electricity, communications, internet), security,
cleaning, hospitality, stationery supplies, equipment maintenance, etc,
including identifying vendors, developing and enforcing performance schedules,
inventories and proper operation of all items in PHN PMU's office premises.
‎6. Ensure uninterrupted supply of office supplies, stationery, hospitality
supplies and office maintenance.
B) Provide support to PHN NASLL 's human resource, logistics and
procurement functions:
‎1. Support various PHN units and staff in their procurement needs and solicit
quotations from vendors/suppliers in line with the procurement policy.
‎2. Coordinate with and support all PHN staff and partners in the PMU and in
all other PHN project locations in Africa to ensure full compliance and
adequate preparation with up-to-date entry visa, residence permits, work
permits, security, travel, office space requirements, office equipment
custody, office communications and prepare all required documentation for
these purposes on behalf of PHN staff and their families and for all PHN NASLL
project partners.
‎3. Assists PHN's Finance, Admin and Logistic Officer (FALO), HR/Finance
Officer, Senior Budget Analyst, Grant Compliance Manager and Communication
Specialist in soliciting, advertising, receiving, analyzing, interviewing,
contracting, implementing, controlling, accounting and reporting for the work
these other PHN staff perform with their external vendors and partners.
‎4. Coordinate with PHN staff and units to create, maintain and secure PHN
systems for online document sharing, electronic approval documentation for all
human resource matters (e.g. staff contracts), vendor goods and services (e.g.
procurement orders, travel approval, etc), including coordinating with donors
to obtain required prior written approvals for key management, procurement,
finance and travel actions.
‎5. Assist in design and delivery of PHN staff, partner and vendor induction,
orientation and training to ensure full compliance with generally-acceptable
management and good governance and grant compliance standards maintained by
PHN and the donors.
C). *Any other relevant tasks as requested by the Supervisor.


MINIMUM EDUCATION AND EXPERIENCE REQUIRED :
‎1. Bachelor degree in business administration, public administration or
management sciences from recognized university. A post-graduate diploma in
business, office or project administration will be advantageous.
‎2. At least three years' office administration national work experience with
international organizations, multi-national companies or non-governmental
organizations. International experience in the same would be advantageous.
‎3. Excellent written and oral Arabic and English skills. Intermediate
knowledge of French will be advantageous.
‎4. Excellent computer skills including the use of Office packages, spread-
sheets, data-bases, publishing and internet research.
‎5. Willingness to travel domestically, as required.
‎6. Ability to perform multi-tasking, work under pressure and achieve high-
quality results and tight deadlines.
‎7. Strong team spirit with proven ability to foster team-building in a multi-
cultural setting with team members and partners from diverse backgrounds.
‎8. Diplomatic communication skills (written and verbal), including dealing
with high-level Government and international officials, senior academics,
dignitaries in the appropriate manner.