3 Department Coordinator jobs in Egypt

The tasks related to the office management includes but are not restricted to the following:

- Supervision of maintenance of Qena office premises, office furniture and equipment (computers and computer network, telephones, fax machine, electrical appliances, photocopiers, printers, etc.);
- 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 TL, the Project Coordinator and the Experts;
- Maintain daily records of all staff (experts and support staff) activities (attendance records, daily & monthly timesheets, leave requests, records of casual leave, sick leave, annual leave, personal records, etc.) for approval by the TL.
This will be particularly important during the construction supervision stage when timesheets will form the basis of payment for the services;
- Coordinate with IT expert for weekly/monthly back-ups of data;
- Meet and greet visitors to the TADEC office;
- Translation of general correspondence, articles and documents;
- Keeping of Petty Cash on a daily basis with cash receipt and payment records;
- Set-up and maintenance of general archives;
- Control of office stationery, consumables and software and timely ordering of same;
- Control of capital assets such as computers, printers, and other durable equipment;
- 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;
- Daily pick-up of mail from P.O. Box if available;
- Assistance in photocopying of documents, binding of reports etc.;
- Undertake all normal secretarial duties
- Supervising the preparation of refreshments, coffee, and tea for staff and visitors;
- Liaising with staff, client and suppliers;
- Supervising and delegating tasks to support staff;
- Supervision of the driver’s pool in coordination with the Senior Driver;
- Allocation of cars and drivers for authorised staff in coordination with the Senior Driver;
- Routine maintenance of project cars in coordination with the Senior Driver;
- Garaging and security of cars in coordination with the Senior Driver;
- Revising the recording of mileage, fuel consumption and destinations of cars in coordination with the Senior Driver (i.e. installed GPS system);
- Licensing and insurance of cars in coordination with the Senior Driver;
- Arranging permits and official documents;
- Maintenance and safe keeping and handling appropriate inventory list and procedures of office equipment & furniture;
- Supervising maintenance and cleaning of office premises, office furniture and equipment;
- Liaison with Government entities (after consultation with TL)
- Liaison with relevant governmental departments, ministry officials, police & immigration;
- Arranging permits and other official documents if needed;
- Timely renewal of licenses, residence permits, visa, etc. of foreign nationals;
- Any other related duties which may be requested from time to time.

The tasks related to the coordination include but are not restricted to the following, and relate to both Qena and Sohag ACs.
The work will require the job holder to develop a good working relationship with the AC staff in both ACs.
- Coordination of meetings with the ACs for visiting experts
- Translation services for international experts (both written and spoken)
- Collection of data from the ACs
- Assistance with obtaining any required permits
- Assistance with organising and running workshops.
- Participation in field trips (treatment plants, pumping stations, pipe networks) to assist Experts in data collection or capacity building activities.
- University degree in Engineering or related field
- Experience working 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
- The employee shall be employed by Mott Macdonald (MM).
Mott MacDonald works in developing countries to support good governance, increase access to essential services, build capacity, sustainability and resilience in the water & sanitation, health, education, climate & environment sectors - while safeguarding the environment and promoting human rights and gender equity. Our work focuses on a variety of countries in including Egypt, Bangladesh, Indonesia, South Sudan, Nepal, Rwanda and Tanzania.
Mott MacDonald, in conjunction with Consulaqua (CAH) and AAW,
has been appointed for the Second Improved Water and Wastewater Support Programme (IWSP2) in Egypt to provide Technical Assistance, Design and Engineering Consultancy (TADEC) in the Governorates of Qena & Sohag, in Upper Egypt. The Project will support the Egyptian water sector refo

Expertise France is the public agency of French international technical cooperation. The agency operates around four priorities:

- democratic, economic and financial governance;
- security and stability of countries in crisis/post-crisis situations;
- sustainable development;
- strengthening health systems, social protection and employment.

In these areas, Expertise France carries out engineering and implementation missions for capacity building projects, mobilizes technical expertise and acts as an aggregator of projects involving public expertise and private know-how.

With an activity volume of 233 million euros, more than 400 projects in portfolio in 80 countries, and 63,000 days of expertise, **Expertise France** focuses its action towards France’s solidarity policy, influence and economic diplomacy.

**Support the financial, budgetary and accounting management**
- Support the management of project bank accounts and project cash
- Prepare local payments: prepare Expertise France's payment monitor payments, and archive documents
- Monitor project expenses and disbursements and ensure timely execution of the project implementation in compliance with Expertise France rules and procedures
- Monitor outstanding advances and providing inputs to the travel focal point for the status of outstanding advances monthly
- Contribute to the development of procedures for the disbursement of subsidies allocated to project partners and municipalities
- Ensure financial follow-up and organize audits of grants to beneficiary municipalities
- Support the project's monthly and annual financial and accounting closures
- Contribute to project annual audits
- Maintain administrative control records such as commitments and expenditures
- Process claims or invoices and other payment requests in line with Expertise France's regulations and instructions
- Assist in the preparation of periodic accounting records, finance and budget documents; record receipts and disbursements (petty cash, vouchers etc.)
- Support the drafting of grant agreements for beneficiary municipalities
- Support financial advisory of the beneficiary municipalities in the proper management of grants allocated (support missions, remote support)
- Support the AFM in organizing the project office : inventory management (supplies, consumables, coffee breaks), acquisition of equipment, software, and supplies for the project office, project asset tracking table: centralize purchasing requirements, prepare purchase orders and track orders through to delivery
- Support the AFM with the logistics of project team travel and expert missions (purchase of tickets, vehicle rental, mission orders, calculation of allowances, requests for long/permanent visas) in liaison with the safety/implementation units when necessary
- Support the design and updating of management tools, including the administrative and financial procedures manual
- Preparation of monthly payroll and petty cash, assist in the preparation of financial reports, purchase orders, cheque requisitions, client invoices, bank reconciliations, and filing of all financial documents
- Contribute to the archiving of the project documents and the proper maintenance of administrative and financial documents
- Facilitate the preparation and payment of payroll taxes for national staff to GRA
- Primarily is the custodian of the Petty cash imprest ensuring that all payments from the petty cash follow the necessary policies and procedures
- Balance and reconcile petty cash regularly to detect mistakes, and prevent the fund from being depleted before it is replenished
- To support the AFM in keeping petty cash safe at all times to prevent theft ensuring that all fraud and intended fraud are reported
- Perform any other duties as assigned by the Administration and Finance Manager, or the senior management team

**Project secretariat and visitor management**
- Support the design and updating of management tools, including the administrative and financial procedures manual
- Facilitate face-to-face and remote meetings
- Welcome visitors. Check that reception signage is up to date, and create the conditions for a successful welcome: logistics, coffee, WC, greetings, etc.
- Maintain, update and disseminate the internal directory and make it available on the common site
- Meeting note-taking
- Mail processing: drafting, follow-ip, filing management
- Circulate information on any special events concerning the team and office organization

**(Please note that the responsibilities are not all-inclusive, as changes to services are made and/or new responsibilities are identified they will be added as deemed appropriate)**

The **Sustainable Cities - Phase 1** project is part of the EU-Ghana Partnership for Sustainable cities. Funded by the European Union and implemented by Expertise France through the Ministry of Local Government, Decentralisation and Local Development (MLGDRD), the objective of the project is to enhance urban pr