Office Manager

The Office Manager Associate is responsible for facilitating the efficient
functioning of the project office 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.
* Secretarial duties including answering the telephone in the absence of the operator; taking messages; sending and receiving faxes and emails.
* 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.
* Receiving, routing and maintenance of daily mail and e-mails.
* 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

Candidate Specification
The Project Office is located in Sohag, Upper Egypt.

The role is required for the duration of the project, scheduled to finish in
February ‎2025.

The following experience/capabilities are required for this role:
* Based in Sohag or willing to mobilise to Sohag for the duration of the project
* 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 for an
ongoing water and sanitation project in Egypt. The project is providing
support to two water companies in Upper Egypt to build management and
operational capacity, and to design, procure and supervise construction of
water and wastewater development projects.

Mott MacDonald is committed to improving people's lives through creating and
delivering tailored development solutions. We work in lower income countries
to alleviate poverty, establish good governance, and increase access, capacity
and resilience in healthcare, education, water, sanitation, transportation,
infrastructure and renewable energy - while safeguarding the environment and
promoting human rights and gender equity.

The successful candidate would join our International Water Portfolio which
sits within Mott MacDonald's International Development Services Unit and works
on development projects across South Asia and Africa. Our areas of work are
social sector development, economic development and governance, health and
education, water and sanitation, environmental management and climate change,
and integrated water resources management. Our clients are international
funding institutions such as the World Bank, UK Foreign and Commonwealth
Development Office (FCDO), Millennium Challenge Corporation (MCC) , NL-AID,
EU, EIB, EBRD, and ADB.

What makes us different is that we approach problems from a fresh perspective.
As an employee-owned company, we have the freedom and independence of mind to
find new ways to enhance human well-being and foster social and economic
development through connected thinking.

We are an equal opportunity employer and value diversity at our company. We do
not discriminate and take positive steps to create an inclusive culture.
Other Information
Equality, diversity and inclusion
We put equality, diversity and inclusion at the heart of our business, seeking
to promote fair employment procedures and practices to ensure equal
opportunities for all. We encourage individual expression in our workplace and
are committed to creating an inclusive environment where everyone feels they
have the opportunity to contribute.

Agile working
At Mott MacDonald, we believe it makes business sense for you and your manager
to choose how you can work most effectively to meet your client, team and
personal commitments. We embrace agility, flexibility and trust.

More about Mott MacDonald
We 're a global engineering, management and development consultancy.
Our purpose is to improve society by considering social outcomes in everything
we do, relentlessly focusing on excellence and digital innovation,
transforming our clients' businesses, our communities and employee
opportunities.
A fundamental part of this is respecting each person's differences and
striving to meet their needs.
Our values: progress, respect, integrity, drive, excellence
Job Ref
66012BR
Recruiter Contact
Shailesh Chougule
Country
Egypt
Region/State
All - Egypt
Discipline
Water
Sector
International development
Website Region
Middle East
Website Sector
International development, Water and wastewater