Administration & Facility Management Sr. Specialist
AMIDEAST
Total years of experience :14 years, 3 Months
AMIDEAST is a leading American non-profit organization engaged in international education,
training and development activities in the Middle East and North Africa.
Founded in 1951, AMIDEAST in its early years focused on promoting U.S. study to students
in the MENA region and managing U.S. scholarships and exchanges such as the
flagship Fulbright Foreign Student Program. While these important programs continue
apace, our work has expanded significantly.
Today AMIDEAST programs and services touch the lives of half a million individuals a year -
improving educational opportunities and quality, strengthening local institutions, and
developing language and professional skills critical for success in the global economy.
Tasks & responsibilities:
Maintains administrative workflow by studying methods and implementing cost reductions when needed.
Develops administrative/support staff by providing information, educational opportunities, and coaching.
Support the Office Manager the day-to-day management of supplies, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security, and related activities.
Deliver reports of operation on regular and timely basis for documenting and communicating to the Office Manager.
Handle Cairo Office Procurement requests by implementing AMIDEAST procurement policy and procedures, and implement a centralize Procurement database.
Supervise the administrative staff at Heliopolis branch to make sure that all admin services required are performed efficiently.
Supervise the maintenance and renovations of the AMIDEAST Cairo office and THE premises to maintain and standardize the professional image of the organization.
Supervise and ensure the desired level of cleanliness that should meet AMIDEAST standards in both the main Office and Heliopolis branch.
Contribute in the preparation of the annual budget, including compiling data and projections.
Attend meetings, and workshops for self and reporting staff to enhance professional development of self and others.
Handles the order of any promotional materials needed from the CS, Marketing, Education, Advising and Testing units.
Maintain work relationship with the ministry of Foreign affairs to release any educational shipments that are received from HQ through sending letters to both the Ministry of Foreign Affairs as well as the Custom Department and following the procures in this respect until the shipment is delivered to the main office.
Ensure the proper release of any personal shipments for the CD as per AMIDEAST agreement with the MOF and also helps any HQ regional staff in doing the same through following the same channel.
Supervise the smooth flow and completion of translation requests of any needed documents to the translation office. Ensure effective maintenance process with regards to office supplies and machines eg. Xerox, etc
Supervise the implementation of the tracking system for all storage and work on the month inventory physical count to be submitted to the office Manager. Participates in ensuring the smooth functioning of the unit.
Develop procedural changes to enable unit to function more effectively. Collaborates with the Office Manager and others in establishing work priorities.
Handles all office local purchases by issuing purchase orders and generally following the system set in place for this task to insure the centralization and the accurate implementation of it. Update yearly Supplier Data Base with updated information and price list.
Study and evaluate formal bids and make recommendations for awarding contracts. Monitor all supplier performance and ensure timely delivery of all products and maintain accuracy in all vendor data.
Manage all communication with all vendors and track all orders and resolve any issues.
Arabian Internaional Co. for Steel Structure Being part of the Attieh Group of companies that was established in 1952, we have over 60 years of steel heritage and over 20 years of experience in the steel business. Since our production started in 1994, AIC has successfully fabricated over one million tons of steel with exports to GCC, America, Europe, Africa, and Asia. In serving the global market, we have established facilities in key regions of the KSA and UAE and in-house specialized engineering center in Egypt with more than 250 Engineers
Administration Officer. GCC Sites ( KSA, BAHRAIN & QATAR)
Position summary Assisting and preparing the mobilization and de-mob for any new project in the GCC area, coordinating between the site and the head office, coordinating and dealing with the suppliers with regards to the site needs and business plan, implemnting daily and weekly reports about the site works and documents process, following up with the Gov dept. with regards to any required permit's related to the work, responsible of general services for the site such as but not limited to (transportation, business lunch, hotel bookings, airplane tickets, etc….). responsible for coordinating and applying for any required gate passes for the site visits, facility management (Supervising the drivers, office boys, cleaners and offices maintenance)
Tasks & responsibilities:
Responsible for the site Mobilization & De-Mobilization process.
Provide executive-level administrative support to the Construction and Project Manager related to the site & project.
Liaison between all impacted departments to ensure proper communications and reports due prior to all scheduled client meetings
Plan and coordinate luncheons and schedule all conference room meetings onsite for all Superintendents, Clients and Subcontractors..
Develop all execution and creation of complex reports, presentations for site related site meetings in Excel, Power point and PDF format
Document Control for Site.
Responsible for all site procurement purchases requests, processe monthly expense reports reflecting supporting documents ( Coversheets ).
Maintains expense report for petty cash and company credit card.
Assist and coordinates travel arrangements for Managers and/or employees.
Responsible for the site vehicles, accommodation and catering services.
Maintaine personnel files; update sick, personal leaves and vacation time.
Following up all staff Residence permit - Visas - Transferring RP (new & renewal) in Immigration, Labor and other governmental departments.
Preparing & updating the vendors contact list as per the project location.
Supporting the HQ H.R Team by responding to any requests for information about employees activities or status.
Responsible for the any required legal documents related to the assigned project site.
Any other tasks and duties assigned by the top management and business needs.
Spark Group was formed in 1974 in Abu Dhabi by Brigadier (Retd.) Abdulla Mohammed Al Mulla and has remained a 100% locally owned and managed group since then. SPARK Est, SPARK Residence, SPARK Security Services and SPARK Development & Trading.
July, 2009 - July, 2011
Admin Officer ( Admin & HR dept.)
Position summary As an administrative officer performing a variety of administrative and clerical tasks as executive secretary. Duties includes providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities.. Tasks & responsibilities:
Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
Open, sort, and distribute incoming correspondence, including faxes and email.
File and retrieve corporate documents, records, and reports.
Greet visitors and determine whether they should be given access to specific individuals.
Prepare responses to correspondence containing routine inquiries.
Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
Prepare agendas and make arrangements for committee, board, and other meetings.
Make travel arrangements for executives.
Conduct research, compile data and prepare papers for consideration and presentation by executives, committees, and boards of directors.
Compile, transcribe, and distribute minutes of meetings.
Attend meetings in order to record minutes.
Coordinate and direct office services, such as records and budget preparation, personnel, and housekeeping, in order to aid executives.
Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.
Manage and maintain executives' schedules.
Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
Set up and oversee administrative policies and procedures for offices and/or organizations.
Supervise and train other clerical staff.
Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
Interpret administrative and operating policies and procedures for employees.
BSc in Law, Cairo, Egypt, May 2006