6 Office Administrator jobs in Egypt

**Job Purpose**

We are seeking a detail-oriented and customer-focused individual to join our team as a Data Entry and Chat Agent. In this role, you will be responsible for gathering customers' inventory details and working on the files to import them into our system using our templates. Additionally, you will be handling customer inquiries and chats.

**Key Accountabilities**
- Gather customers' inventory details and ensure accuracy and completeness.
- Work on files to import data into our system using provided templates.
- Handle various data types including PDFs, paperwork, Excel sheets, and CSV files.
- Maintain data integrity and ensure compliance with company standards.
- Provide exceptional customer service and address customers' questions and concerns effectively.
- Collaborate with team members to resolve customer issues and escalate complex problems when necessary.
- Keep accurate records of customer interactions and transactions.
- Continuously seek opportunities to improve processes and enhance the customer experience.

**Requirements and Qualifications**
- High school diploma or equivalent; additional education or certification in data entry or related field is a plus.
- Proven experience in data entry or a similar role.
- Proficiency in using Microsoft Office Suite, particularly Excel.
- Strong attention to detail and accuracy.
- Excellent communication and interpersonal skills.
- Ability to multitask and prioritize tasks effectively.
- Problem-solving skills and ability to work well under pressure.
- Familiarity with chat and customer support platforms is preferred.
- Ability to adapt to changing priorities and work in a fast-paced environment.

**Terms of Reference**
**Project Title**: Supporting the Ministry of Local Development in Decentralization and Integrated Local

Development with special emphasis on Upper Egypt

**Job Title**: Administrative Assistant

**Implementing Partner**: Ministry of Local Development

**Duration**: 1 year**
**Project Background**
The EU-funded project aims at supporting the Ministry of Local Development (MoLD) in creating a

modernized and decentralized local administration system at the central and local levels in selected

governorates, that adheres to good governance, whose function is to support and promote integrated

local development through upholding excellence in local public services delivery and promoting local

economic and social development. The suggested outputs are responsive to the priority areas of

interventions identified by MoLD.

Developing and rebuilding local institutional capacity is core not only for implementing decentralization,

but also to achieve the ultimate objective of local development as represented in local economic

development and provision of improved services and infrastructure. Creating productive employment

opportunities in each locality that caters to all requires effective and practical yet a strategic framework

for economic development, including targeted public investment in infrastructure, development of

human capabilities, active promotion of innovation and entrepreneurship, and alignment with national

policies for trade, investment and the like. Moreover, enhancing public service delivery systems increase

citizen satisfaction with government performance, particularly when adhering to good governance.

In accordance, the Project aims at supporting the Ministry along the following:

- Setting local development policies (decentralization, LED, rural development, etc.) and legislative

framework.
- Developing the local administration: institutional structure, main functions (local service delivery,

etc.), operating systems (information, M&E, etc.).
- Establishing mandates for the governorates for Local Economic Development and supporting

them in activating LED processes.
- Selection, qualification and capacity building of local administration leadership and staff.

**Duties and responsibilities**:
Under the guidance and full supervision of the Project Manager, the Administrative Assistant will provide

administrative support to the project in accordance with the project document and the UNDP guidelines

and procedures for nationally executed projects, including:

- Support the project manager and the team in efficient coordination and organization of project
- related activities (field visits, workshops, events and trainings), including keeping track of timely

delivery, coordinating transport, shuttle services and travel tickets;
- Support the project in preparing logistics and documents for events, seminars and conferences;
- Provide logístical support in organization of events in terms of the selection of the venue,

equipment for translation, engaging of translators, payment of DSA and air-tickets and other types

of logístical support;
- Carry out administrative tasks within the project including reporting, following up on appointed

consultants;
- Prepare necessary letters and memos that would support project in respective events, meetings

etc.;
- Assist in the preparation of presentations and coordinating activities with its relevant partners;
- Support to administrative and logístical/procurement services related to the implementation of

activities;
- Ensure full compliance of administrative activities with MoLD, UNDP and EU rules, regulations,

policies and strategies.
- Maintain the filing system, ensuring safekeeping of confidential materials;
- Ensure full compliance of administrative activities with UNDP and EU rules, regulations, policies

and strategies.
- Follow up on deadlines, commitments made, actions taken;
- Support in the preparation of budgets and preparation of information for audit;
**Expected Qualifications**:

- Bachelor’s degree accounting, business administration, finance, economics or other relevant

discipline is a must;
- At least 5 years of professional work experience in administration, operations, or other

substantive areas related to the project is required;
- Previous work experience with similar projects, in particular with international agencies, is

preferred;
- Familiarity and prior experience with UNDP requirements and procedures is considered as an

asset;
- Working experience with donor funded projects will be an advantage;
- Demonstrated experience and success in the engagement of and working with government

counterparts, development partners and the private sector;
- Good analytical and problem-solving skills;
- Strong resource negotiations and communication skills and competence in handling;
- Working experience with the project national stakeholder institutions and agencies is desired;

related to M&E, asses

**JOB TITLE**:Administrative Assistant

**DEPARTMENT**:Centre of Excellence

**REPORTING TO**:COE Director MEA***

**ADDITIONAL INFO**:Should be based in Egypt***

**PURPOSE OF POSITION**:
The administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Manages the office operations and order to ensure smooth Familiar with a variety of the company practices and procedures.

**KEY RESPONSIBILITIES**
- Answer and direct phone calls
- Maintain contact lists
- Produce and distribute correspondence memos, letters, faxes and forms
- Develop and maintain a filing system for office orders and invoices
- Order office supplies
- Submit and reconcile expense reports
- Provide general support to visitors
- Provide information by answering questions and requests
- Prepare and monitor invoices
- Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
- Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
- Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
- Organize travel arrangements for senior managers
- Book conference calls, rooms, taxis, couriers, hotels etc.
- Cover the reception desk when required
- Handle sensitive information in a confidential manner
- Coordinate office procedures
- Coordinate repairs to office equipment
- Greet and assist visitors to the office

**DELEGATION OF AUTHORITY**

As per Board-approved DOA and as necessary for functions outside the DOA.

As delegated by the Managing Director, when necessary

**POSITION RELATIONSHIPS**

**Inernal**
- Office staff
- Other OpCo’s visiting the office **External**
- Building management
- Suppliers
- Customers

**PERSONAL QUALIFICATIONS & EXPERIENCE**

**Education/achievements**

**Required**

High school diploma or equivalent; college degree preferred

**Experience/Knowledge**

**Required**
- Proven admin or assistant experience
- Knowledge of office management systems and procedures
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Proficient in MS Office

**Specific Skills**

**Required**
- Professionalism
- Problem Solving
- Supply Management
- Inventory Control
- Communication
- Attention to Detail
- Accuracy
- Multitask
- Teamwork
- Discretion and Judgment **ROLE SPECIFIC COMPETENCIES & BEHAVIOURS**

**Customer Driven**
- Gains insight into customer needs.
- Identifies opportunities that benefit the customer.
- Builds and delivers solution that meet customer expectation.
- Establishes and maintains effective customer relationships.

**Collaborative**
- Works cooperatively with others across the organization to achieve shared objectives.
- Represents own interest while being fair to others and their areas.
- Partners with others to get work done.
- Credits others for their contributions and accomplishments.
- Gains trust and support of others.

**Inclusive**
- Seeks to understand different perspectives and cultures.
- Contributes to a work climate where differences are valued and supported.
- Applies others’ diverse experiences, styles, backgrounds, and perspectives to get results.
- Is sensitive to cultural norms, expectations, and ways or communicating.

**Accountable**
- Follows through on commitments and makes sure others do the same.
- Acts with a clear sense of ownership.
- Takes personal responsibility for decisions, actions and failures.
- Establishes clear responsibilities and processes for monitoring work and measuring results.
- Designs feedback loops into work.

**Champions VBS**
- Identifies and creates the processes necessary to get work done.
- Separates and combines activities into efficient workflow.
- Seeks ways to improve processes, from small tweaks to complete reengineering.
- Is a simplifier, focused on cutting through complexity?
- Prioritizes to the critical few - focuses on what matters most.

**Self-Aware**
- Reflects on activities and impact on others.
- Proactively seeks feedback about shortcomings.
- Admits mistakes and gains insight from experiences.
- Knows strengths, weaknesses, opportunities, and limits.

**Pioneering**
- Comes up with useful ideas that are new, better, or unique.
- Introduces new ways of looking at problems.
- Can take a creative idea and put it into practice.
- Encourages diverse thinking to promote and nurture innovation.

**Agile**
- Learns quickly when facing new situations.
- Experiments to find new solu

**Responsibilities**:

- Schedule and coordinate appointments and meetings, both internally and externally.
- Create and maintain organized filing systems, both physical and digital.
- Assist with the drafting and formatting of documents, reports, and presentations.
- Conduct research as needed for various projects and initiatives.
- Order and maintain inventory of office supplies, equipment, and other materials.
- Serve as the point of contact for visitors and clients, ensuring a welcoming and professional atmosphere.

**Requirements**:

- High school diploma or equivalent; Associate's or Bachelor's degree in a relevant field a plus.
- At least 2 years of experience in an administrative role, preferably in a pharmaceutical or healthcare setting.
- Excellent organizational and time management skills, with the ability to multitask effectively.
- Strong attention to detail and problem-solving abilities.
- Proficient in Microsoft Office Suite and Google Suite.
- Ability to maintain confidentiality and discretion when handling sensitive information.
- Excellent communication skills, both verbal and written, with a professional demeanor.

Use computer systems to accurately, document, locate, modify, and retrieve data which includes patient data, claims, invoices, and stock keeping etc.
- Maintain key organizational documents in soft and hard copies immaculately in adherence with filing systems.
- Document and invoice customers as applicable and follow up on payments and manage petty cash records transparently.
- Provide administrative support to executives and team members.
- Coordinate office supplies and ensure proper inventory levels.
- Schedule appointments, arrange travel, and manage calendars.

**Requirements**:

- 2+ year proven experience as an Administrative Assistant or in a similar role.
- Bachelor’s degree in business administration, Secretarial Studies, or a related field.
- Excellent written and verbal communication skills in both English and Arabic.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong organizational and multitasking abilities.
- Attention to detail and a high level of accuracy.
- Ability to work independently and collaboratively in a team.

**Benefits**
- Work alongside & learn from best-in-class talent
- Join a market leader within the Insurance space
- Attractive Salary & benefits
- Free office lunch
- Fantastic work culture
- Work and learn from some of the best in the industry
- Great work-life balance