Administration Associate
ICARDA
مجموع سنوات الخبرة :33 years, 2 أشهر
From July 2012- Present: Administrative Associate
International Center for Agricultural Research Center in the Dry Areas ( ICARDA)
Office Administration:
Under the supervision of the Regional Coordinator, the Administrative Associate is responsible for the day to day Management of the office support staff to ensure smooth operation in the Cairo Regional office.
Responsible for service delivery of all the finance and administration functions under the supervision of the Regional Coordinator
Follow-up on the daily incoming/outgoing correspondences & mails addressed to Cairo office
Responsible for coordinating official travel arrangements for all staff in Cairo office, this includes following all the procedures as required by the ICARDA travel Policies.
Logistics: Workshops and Trainings:
Responsible for the coordinating & organization of the logistics for various events etc…. training programs, conferences and official missions.
In coordination with the office IT, keep track of the Training Courses provided by the Organization ( name of the training, number of participants, Venue, period…etc) for Reports writing purposes.
Distribute the evaluation sheets & the Registration forms on the participants.
Prepare the training Materials provided by the Budget holder and arrange for the Logistics accordingly.
Purchase Orders:
Oversight responsibilities of purchasing of office and project equipment and supplies in accordance with ICARDA Policy and procedures using the Oracle System.
Contact the suppliers to confirm the terms of payment, delivery of Items and the quality of goods.
HR Administration:
Follow-up with the HQ on Staff contracts and renewals.
Monitoring staff vacations balances, vacation plans receipt and application.
Follow-up on Sick leaves & prepare a yearly report with the staff end of balance of Annual & Sick leaves to be sent to the HQ.
Handling the recruitment cycle process by sourcing CVs, interviewing candidates, conduct reference check
Publish the job advertisements in the newspaper as per ICARDA Recruitment Policy.
As a Committee Member, Coordinate interview schedules and appointment, participate in interviewing the shortlisted Candidates with the Committee
Preparing the resigned staff applications, files and necessary documents
Provide administrative support in the preparation of correspondences, reports, schedules, confidential materials and various employees issues.
Coordinate medical claim issues and refunds with contact person at the Medical Insurance Company in coordination with HQ
May 2011- April 2012 (end of Project): Executive Administration Assistant
Early Childhood Education Enhancement Project ( ECEEP) - Egyptian / Canadian Project, implemented by ( AGRITEAM) - Canada. The project had 6 offices beside the main office in Cairo ( Fayoum, Beni Suef, Qena, Sohag, Assuit & Minia) Governorates.
Job Responsibilities: I. Administration duties:
• Prepare English and Arabic letters, memos, tables, standard forms, faxes and presentations using
word processing
• Adhere to Agriteam Format Style in presentation of all documents (letters, reports)
• Validate monthly inventory prepared by office assistant for kitchen and office supplies
• Order office supplies
• Compile, transcribe, and distribute minutes of meetings
• Maintain record of equipment loaned to staff
• Translation of general /routine incoming letters
• Ensure regular maintenance of office equipment and document
• Ensure list of participants of training are submitted to IT
• Audit vehicle log books
❑ Assist in the Procurement process as assigned by the Project Manager
❑ Ensure staff files are completed and supported with all originals required
❑ Keep a log for each staff member containing the Annual leave updated balance
❑ Ensure leave forms (annual/sick) are completed and signed
❑ Ensure that time sheets are completed and signed by the staff and submitted in the due date.
❑ Support the HR Dept. as per request.
❑ Project Documentation & Resource Center
• File Electronically and in hard copies project correspondence
• Assisting with the maintenance of a resource collection
• Electronic copies of research document saved and organized on common
• Hard copies of research documents copied and indexed.
• Copies of all training packages stored electronically in resource center
2005 - April 2011: Executive Assistant/ Assistant Financial/ Admin. Manager
Agriteam Canada, CIDA - Support to Egyptian Primary Schooling Project (STEPS II) Cairo, Egypt
Providing professional administrative, financial and human resources support to the Canadian Field Director, the project technical and support staff
Job Responsibilities: I. Administration duties:
* Provide clerical and Administrative support to staff as required, (including drafting official letters)
* Arrange local travel for staff & Counsultant's, including airline, train tickets, accommodations and advances
* Arrange for SEPTS II Transportation.
* Negotiate Hotel offers and get better prices and Venues
* Canvass vendors to ensure that the program receives competitive rates and services
* Establish credit accounts with travel agents, hotels and key suppliers to support effective transaction processing
* Authorized from the Project to deal with MobiNil for Cell phones services
* Maintain inventory for the four project offices and for items purchased for Canadian staff furnishings. Forward a copy of the updated inventory list to the executive assistant for following up with Canada.
* Perform reception duties, Oversee faxing and photocopying and central switchboard.
* Drafting necessary letters for Project Manager's work permit & accommodation.
* Manage daily correspondence, filing and photocopying
* Keep close reference to STEPS II SOP for all Project Administrative and Financial Activities and ensure that CIDA regulations are followed accordingly.
* Maintain record of equipment loaned to staff
* Maintain a close working relationship with the Gov. offices to respond to administrative and financial requests.
II. Financial duties: * Prepare per diems for the Trainees in all project workshops.
* Submit Advance requests to the Office Manager for the Petty Cash
* Audit all expense claims prior to submission to Office Manager
* Reconcile Petty cash and checking accounts monthly using the STEPS II project Forms provided in the SOP & send it to Calgary office for Auditing
* Ensure that Petty Cash & advances transactions are recorded correctly and that proper receipts supporting the expenditures are collected
* Prepare vouchers, ledgers for all approved transactions.
* Assist the Office manager with the Local Sub-contractors' contracts, time sheets and invoices.
* Translating, coding and checking financial documents received from the Governorates offices prior to submitting them to the office Manager for processing.
* Perform other duties as required.
1996 - 2005: Senior Secretary
Canadian International Development Agency (CIDA) / Program Support Unit (PSU) project funded by CIDA and implemented by Environmental Quality International (EQI)
(Program Support Unit-CIDA is a Project designed to provide professional/technical and administrative/Logistical support to CIDA's Bilateral Aid Programs to Egypt)
Job Responsibilities: * Provide direct secretarial & Administrative support to the PSU Director, PSU staff and visiting missions/consultants (upon request)
* Provide administrative & logistical support to the Gender Program Manager in pre-preparations for the Gender Courses (English & Arabic), this preparations includes: Hotel reservations for GE participants, arrangements regarding transportations, handling payments related to the course, handling travel and accommodations for participants from outside Egypt, preparing of participants folders, course tools, presentations, handouts and displays.
* Hotel reservations, field visits & travel arrangements for the Canada Fund Coordinator.
* Production of the final version of PSU Reports: collect report data from different departments and compiling it in the final format for reviewing.
* Scheduling meetings and appointments for visiting missions as required.
* Provide administrative services such as: greet visitors, receive and make telephone calls, take messages, receive and register all incoming and outgoing mail, sort and distribute incoming mail to different departments, maintain the master filling system, daily follow-up of the E-mail messages and transmission & receipt of faxes.
* Supervise office boys and drivers, arrange for a Meet & Assist services during the absence of the person in charge.
* Arrange meetings and appointments for PSU Manager. Make hotel reservations, field visits & travel arrangements for PSU Director, Business transformation Manager, Canada Fund, and Social Development Advisor.
* Prepare contracts with outside Consultants as requested by the PSU Director.
* Drafting letters in Arabic & English to announce the PCBF program, post and communicate instructions about Student Advisory Service.
* Assist the Financial/Admin. Officer in delivering cheques to different clients, prepare invoices for car usage, long distance calls, collecting data available and cost of office equipment, supplies and computer software and services; and locate equipment lists and catalogues relating to local procurement.
* Supervision of general office cleanliness and appearance.
* Assist in the delivery of CIDA workshops with assigned tasks as required.
* Assist visiting Consultants in obtaining Visas & Work permits.
(1995-1996) Secretary at The Pipelines Services Co. for Import & Export
1991- 1994 Secretary / Receptionist (GSA) for Delta Air Lines and (GSA) for Philippine Air Lines / 5 Continents Travel Agency