13 Administrative Staff jobs in Egypt

Job Description

Office Administrator coordinates and oversee all office activities. Ensure adherence to relevant company procedures and policies coordinate and participate in office space planning, maintenance and renovations when necessary, in addition to managing the medical coverage scheme. As well as

Supervising Housekeeping staff, and supervising the reception on daily tasks.
- Administration of the Health Scheme, including renewal, adding and deleting members, dealing with complaints, refunds, chronic cases etc. Run induction sessions on the health care scheme usage for newcomers, and refresh the information for current staff.
- Tracking any approvals required by staff or their families with the medical insurance company.
- Ensure FSAE Staff update their emergency contact information, social status and address declaration & Medical Situation forms annually, or whenever a change occurs.
- Reception work instructions and procedures should be reviewed/updated.
- Manage any required bookings whether flights/ hotels from the reception.
- Handling employee engagement events held by FSAE, whether inside or outside the company.
- Assist HR with all scanning for staff documents.
- Managing the Company’s attendance system, including issuance of Fugro attendance cards, activating them on the system and extracting reports. (for staff and visitors).
- Responsible for overseeing the whole building's housekeeping including the use and ordering of cleaning materials, as well as evaluating the cleaners.
- Keep track of the physical health issues that occur to staff, responsible for FSAE Employees’ Physical Health Awareness, in liaise with the QHSSE department and responsible for periodic health checks implemented on Fugro SAE staff.
- Ensure that the landscape green areas are maintained as well as the plantations inside the buildings.
- Ensure all personnel documents are well kept, both in softcopy and in hardcopy.
- Send newcomers for a medical checkup before hiring.
- Manage summer training for undergraduates using the checklist.
- Responsible for archiving and retrieving folders.
- Responsible for periodic occupational health checks conducted on Fugro SAE staff.
- Issuing and tracking transmittal notes, as well as filing them.
- Assist with all Meet and Greet requirements of any department and coordinate transportation with logistics.

Disclaimer for recruitment agencies:

**Company**

A global multi-disciplinary design and Architecture firm with roots in the UAE

**Position**: Administrative Manager

**Departmen**t: Administration & Operations Department

**Reports to**: Director of Operations

**Job Purpose**: The Administrative Manager is responsible for keeping the office running smoothly and overseeing administrative support.

**Responsibilities**:

- Greet / Welcoming Guests
- Answer all incoming calls through the main switchboard
- Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands.
- Ensure cleanliness in the office
- Organize and schedule meetings and appointments
- Enter appropriate courier expenses into time and billing software
- Update phone extension listing, Team Member telephone number & Emergency Contact Listing
- Update new client listing for marketing meetings
- Update database information used for mailings
- Ensuring Health & Safety Policies are up to date
- Enter disbursements (long distance phone calls) into time and billing system
- Assist the organization’s HR function by keeping personnel records up to date, interviews, onboarding, etc.
- Prepare legal documents such as Employment Contracts, Letters, etc.
- Company representative: Process and attend all formalities related to visas, lease agreement and license
- Assist the team in preparing project proposals for management review and approval
- Petty Cash Management
- Arabic & English Translation (Excel / Word)
- Cheque Collection / Deposit
- Filing of Invoices & Vouchers
- Maintaining & updating statutory documents for inspection & ready reference
- Any other tasks as may be requested

**Knowledge, Skills & Abilities**:

- Should have knowledge of Contact Management systems; Database software; Spreadsheet software and Word Processing software.
- Familiarity with main Egypt laws and legal procedures
- Establishes and maintains effective relations
- Responds to requests for service and assistance
- Prioritizes and plans work activities
- Good computer skills
- Excellent communication, writing and computer skills (MS office programs)
- Ability to perfectly communicate in English, both verbal and written.

**Qualifications**
- Graduate of any 4-year course
- 5 years’ experience in the same field

Maintains rapport with customers, managers, and employees by arranging continuing contacts; researching and developing new services and methods; setting priorities; resolving problem situations.
- Provides information by answering questions and requests.
- Guides employee actions by researching, developing, writing, and updating administrative policies, procedures, methods, and guidelines; communicating developments to management.
- Schedule in-house and external meetings
- Manage and order office supplies
- Organize company documents into updated filing systems
- Prepare presentations, spreadsheets and reports
- Manage overall office operations by ensuring that the office is well-maintained, organized, and secure.
- Answers and direct telephone calls, monitors and direct incoming mail; prepare outgoing mail for pickup.
- Handles incoming and outgoing shipping and receiving activities, including FedEx and UPS shipments.
- Greets visitors to the office and direct visitors to the correct location
- Directly supervise janitors
- Coordinates the use and organization of office space.

**Job Requirements**:

- Bachelor Degree holder.
- 3+ years working experience as office assistant, office administrator, or handling administrative responsibilities in a related field.
- Excellent written and verbal communication skills.
- Excellent time management skills; ability to prioritize
- Willingness to learn and grow with the company and motivated to take on additional projects and solve problems.
- Self-directed and able to work with minor supervision.
- Highly organized multi-tasker who works well in a fast-paced environment.
- Excellent computer skills.
- Excellent command of written and spoken English.
- Basic Proficiency of written and spoken German Language.

**Job Features**:

- Job Category- Administration

The United Nations Human Settlements Programme, UN-HABITAT, is the agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all.

This post is located in the Division of Regional Office for the Arab States (ROAS), Cairo, duty station.

Under the overall supervision of the Regional Representative for Arab States and the direct supervision of the Regional Programme Management Officer, the incumbent will be responsible for the following duties:
**Responsibilities**:
Support the administration and the delivery of programmes and projects at countries and Regional level including the implementation of IPSAS, UMOJA and PAAS for respective program.

Human Resource Management:

- Defines conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
- Facilitates the recruitment of staff and consultants, procurement and financial requests, and ensure compliance to polices, guidelines and operating procedures for efficient and effective delivery of programme management services.

Budget and Finance:

- Leads the preparation and implementation of the work programme, ensuring that financial resources are utilized to implement activities in accordance with the Programme Budget and allotments issued.
- Monitors and reviews the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan. Coordinates the production of programme reports.
- Defines requirements and work with systems units with respect to improving budget reporting systems and cost effective utilization of program resources.
- Develops and implements procedures to ensure that accounting and financial management controls are consistent with UN policy and practice.
- Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues.
- Provides guidance and leadership to more junior staff.
- Prepares regular and ad hoc status reports on administrative matters of the project/programme.

General Administration:

- Oversees work related to procurement, billing and receipt of income from various services, operational travel programme, procurement monitoring and evaluation of vendor contracts/

Decima International is a professional services company, providing project management and controls services to clients in the United States and the Middle East. Our mission is to become the premier professional services provider across all industry sectors we are engaged in. To accomplish this, Decima International's founders established a simple yet powerful formula:
Approach each client engagement as a **partnership**, create an environment that attracts the **most talented professionals** and allows them to flourish, and regulate **growth** to maintain **excellence** in our service standards.

If you are interested in a long and rewarding career working with high-profile clients on some of the most challenging projects in the world, then Decima is where you belong. At Decima, you will be able to explore incredible growth and professional development opportunities.

We are looking for a driven and capable **Administrative Assistant** to support us on projects for one of the top technology clients in the world. This is a client-facing role that requires strong interpersonal, communication, and organizational skills, the ability to self-direct, and client representation. Must be able to manage multiple projects concurrently and across multiple regions.

You will perform a wide variety of administrative and staff project support services. You will be accountable for the coordination of project deliverables, processing invoices, scheduling meetings, maintaining meeting minutes, and maintaining calendars and travel itineraries. You will also assist the team with the maintenance of databases and the tracking and preparation of reports, budgets, and financials. Your strong organizational skills and ability to communicate with staff at all levels - both orally and in writing will help us meet our client's objectives.

We are looking to bring in dedicated individuals with a passion for innovation, and talent for multi-tasking in a fast-paced environment. We will help you grow, pursue, and fulfill what inspires you so we can make big impacts on the world, together.

**RESPONSIBILITIES**
- Establish a strong relationship with the client and communicate with both technical and management-level personnel
- Facilitate, schedule, and arrange project meetings and maintain accurate meeting minutes and action items
- Coordinate project deliverables, process invoices, and maintain calendars and travel itineraries
- Manage calendars for the Management team
- Manage office expenses and office maintenance
- Ability to track and maintain all company policies
- Ability to file and track different state requirements for staff members
- Manage assigned work from start to close out, covering all aspects related to work delivery in order to ensure that the work is conducted in a timely and effective manner
- Assist with the preparation of PowerPoint presentations to management on progress, findings, and recommendations
- Perform other related duties as required and assigned

**QUALIFICATIONS**

**Required Qualifications**
- BSc. degree or equivalent from a reputable university
- Minimum 5 years of administrative experience
- Fluency in written and spoken English
- Advanced computer skills in MS Office Suite: Word, Excel, Outlook, PowerPoint, and Teams
- Demonstrate key competencies in the areas of communication, planning and organizing, flexibility and adaptability, customer service, problem assessment and problem-solving, attention to detail, and teamwork
- Excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and suppliers
- Experience developing various types of reports, targeting different audiences
- Experience in client-facing positions

**Preferred Qualifications**
- Experience within an engineering, construction, or related organization is highly preferred
- Experience working with executives, and government and public officials

**POSITION DETAILS**
- Position: Administrative Assistant
- Primary Location: Heliopolis, Cairo (from the office)
- Position Classification: Salary-based full-time regular hours

**PRODUCTIVITY TOOLS**
- Microsoft Office
- Microsoft 365

At Decima International, we offer a competitive salary package, including paid time off and performance-based bonuses. We also provide excellent medical, vision and dental insurance for our employees.

This is a full-time role as an **Administrative Specialist **at VEIPEX.

**Job Summary**:
**Responsibilities**:

- Responsible managing expense reports, scheduling appointments, and organizing travel arrangements and Events.
- Support operations for one or more departments in the company
- Coordinate monthly reports and schedule meetings and interviews
- Organise and run international company events including logistics
- Manage quarterly and annual executive meetings
- Collaborate across teams on activities and initiatives
- Manage suppliers and stakeholders
- Maintain office filing system and update databases
- Create and update written documents and presentations
- Monitor and order office supplies
- Track and manage vendor relationships
- Handle customer service inquiries
- Process and maintain accurate records of customer information, orders, and invoices
- Schedule and manage staff calendars and appointments
- Prepare meeting agendas and take minutes
- Generate reports and manage filing systems
- Create and maintain spreadsheets, databases, and documents
- Assist with data entry, mail sorting and other tasks as needed

**Requirements and Qualifications**:

- Perfect in English.
- Age from 20 to 30 YRS.
- Bachelor’s degree in business administration or related field preferred
- At least 3 years of administrative experience and maximum 05 YRS
- Excellent organizational and time management skills
- Have experience to handle Government Documents (Taxes, Social Insurance.etc)
- Experience in IT Services Companies preferable
- Experience in Software Companies preferable
- Excellent communication skills, both written and verbal
- Proficiency in using Microsoft Office Suite Outlook and other relevant software (Word, Excel, PowerPoint)
- Strong attention to detail and ability to multitask
- Ability to maintain confidentiality and handle sensitive information
- Strong written and verbal communication skills
- Proficient in Microsoft (MS) Office Suite and database software
- Ability to work independently and multitask
- Professional demeanor

Application Question(s):

- what is your current salary?
- please provide your expected salary?
- are you less than 30 Years old to fit this position?
- Which Area you living?
- are your EXP from 02 up to Five years maximum to fit this position?

**Education**:

- Bachelor's (required)

**Experience**:

- IT SERVICES companies: 2 years (required)
- Software Companies: 2 years (required)
- Microsoft Office: 2 years (required)
- Government documents: 2 years (required)
- Admin and secretary: 2 years (required)

**Language**:

- English (required)

**Job Description**:

- Supervise the coordination of a complex calendar for the General Manager.
- Meet and greet General Manager Clients and Visitors.
- Prepare correspondence, reports, and materials for publications and presentations.
- Organize the planning of trade shows, conventions, and seminars; handle booking of location.
- Answer, screen, and forward incoming phone calls.
- Set up accommodation arrangements for company foreign visitors.
- Determine the nature of each meeting or appointment and ensure materials and support data are provided.
- Organizes and attends Board meetings (OGM & EGM), creates, transcribes, and distributes meeting agendas and minutes.
- Follows up on Board actions taken and notifies appropriate parties; drafts Board resolutions for review and approval.
- Collaborate with printers on the design and printing of logo changes, letterhead, envelopes, business cards, literature, presentation folders, and product lineinserts & settle rate & agreement.
- Responsible for creating anew deal with suppliers; ordering and maintaining office stationery, forms, and equipment.
- Liaise with Travel Services to set up deals and agreements.
- Manage all travel issues such as hotelagreements, ticketing, car rentals, and leisure holidaysby negotiating rates & signed contracts.
- Execute word processing projects, including large-scale mailings, correspondence, and manuals.
- Organize the process of preparing tenders.
- Follow up with staff members on assigned tasks and keep the General Manager updated until such tasks are fully executed.
- Manage the General Manager's office to ensure confidentiality and integrity aremaintained at all times handle all translation of official documents from English to Arabic and vice versa.

Qualifications:

- English and Arabic language proficiency in writing and speaking. French Language knowledge is preferred.
- Communication skills (internal/external network of contacts)
- Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
- Bachelor's degree required
- 5+ years of related experience required in working in an executive assistant role supporting C-Level executives or in managerial position.
- Ability to prioritize and meet deadlines, Keep information confidential.

**Introduction**
At IBM, work is more than a job - it's a calling: To build. To design. To code. To consult. To think along with clients and sell. To make markets. To invent. To collaborate. Not just to do something better, but to attempt things you've never thought possible. Are you ready to lead in this new era of technology and solve some of the world's most challenging problems? If so, lets talk.

**Your Role and Responsibilities**
Supporting several Managers and Executives with following tasks:
Co-ordinates all meeting invites

Accepts or decline invites as per client requests

Provides availability to relevant requests

Set up meetings across multiple time zones

Reservation of meeting rooms, technical equipment and catering service

Arrangement of national and international conference calls

Preparation and creation of meeting, event, workshop agendas

Event
- and workshop-management

Co-ordinates all travel arrangements (local and international).

Expense claims

**And Other Activities like**:
E-Mailbox handling for supported management

Stationery

Distribution list

Request and tracking of data sheets

Stand in for colleagues in case of vacation and sickness

**Required Technical and Professional Expertise**

**Required Professional and Technical Expertise**:

- Priority is put on experience: at least 3 years of practice as an assistant, preferably in an international company, very good organization and communication skills
- Reliable and conscientious
- Confidentiality
- Fluent in English and Arabic (spoken and written) - communication on daily basis

**Personal requirements**:

- Flexibility in an environment of often-changing situations
- Strong team orientation - As part of greater MEA team you will be coordinating with other colleagues.
- Efficient communication
- Passion for the business and dynamic attitude
- Proactive work habits - to be able to handle many items in the run-up
- Acceptance of working within defined processes
- Self dependency - to handle stand in situations and provide smooth support
- Stress resistant
- Organizational talent and talent for clear prioritization
- Interest to work in an innovative and permanently changing environment
- Timeliness and punctuality

**Preferred Technical and Professional Expertise**
Please refer to JD

**About Business Unit**

IBM Corporate Headquarters (CHQ) team represents a variety of functions such as marketing, finance, legal, operations, HR, and more, all working together to solve some of the world's most complex problems, help our clients achieve success and build collaborative work environments for IBMers.

In a world where technology never stands still, we understand that, dedication to our clients success, innovation that matters, and trust and personal responsibility in all our relationships, lives in what we do as IBMers as we strive to be the catalyst that makes the world work better.
Being an IBMer means you’ll be able to learn and develop yourself and your career, you’ll be encouraged to be courageous and experiment everyday, all whilst having continuous trust and support in an environment where everyone can thrive whatever their personal or professional background.

Our IBMers are growth minded, always staying curious, open to feedback and learning new information and skills to constantly transform themselves and our company. They are trusted to provide on-going feedback to help other IBMers grow, as well as collaborate with colleagues keeping in mind a team focused approach to include different perspectives to drive exceptional outcomes for our customers. The courage our IBMers have to make critical decisions everyday is essential to IBM becoming the catalyst for progress, always embracing challenges with resources they have to hand, a can-do attitude and always striving for an outcome focused approach within everything that they do.

Are you ready to be an IBMer?

**About IBM**

Restlessly reinventing since 1911, we are not only one of the largest corporate organizations in the world, we’re also one of the biggest technology and consulting employers, with many of the Fortune 50 companies relying on the IBM Cloud to run their business.

At IBM, we pride ourselves on being an early adopter of artificial intelligence, quantum computing and blockchain. Now it’s time for you to join us on our journey to being a responsible technology innovator and a force for good in the world.

**Location Statement**

IBM is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, pregnancy, disability, age, veteran status, or other characteristics. IBM is also committed to compliance with all fair employment practices regarding citizenship and immigration status.

As a Jr. Payments & Administrative Specialist, you will play a critical role in managing