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.
* 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 following experience/capabilities are required for this role:
* 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
Dakaleya and discharges into the Mediterranean Sea near the town of Baltim.
The KDRC Project aims to reduce pollution within the Kitchener Drain and the
Mediterranean Sea, improving the health and environment of the people living
in the catchment area of the drain; and strengthening the economy by improving
the irrigation water quality in the three Governorates.

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.

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
across South Asia and Africa. 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