Senior Executive Associate to the Representative
UNICEF Organization
Total years of experience :21 years, 6 Months
• Enhance Office Proficient through effective Management in Administrative and Executive Support Services for the Front Office of the Representative runs smoothly & efficient through the year.
• Maintaining the Representative’s calendar and organizing high-level meetings requests multiple partners (i.e., Donors, UN Agencies, Government of Egypt, Public and Private Section, RO/HQ-NY) and among other partners, ensuring that all information shared is accurate and timely, taking into consideration the urgency of the call, the time difference, whom should be involved, making sure the related documents (Agenda, participants, TP’s and background documents, ) are provided whenever possible and monitoring and handling any conflicting meetings, ensure proper background information.
• Respond to daily requests, calls, e-mails and inquiries from internal and external partners entities and directing any urgent requests to Dep Rep Programme or Section Chief for their kind attention and advice.
• Follow-up with SCs preparation of correspondence, briefing notes and other documents for representative’s reference.
• Organization of regular and ad-hoc meetings.
• Following up with the Rep for his clearance and signature of the required office documents such as: External official letters, contracts renewal, PBR submissions, TOR, NFR, ToA.
• Discretion exercised with confidential information and complex sensitive subject matter.
• Ensure archives for all meetings chaired by the Rep, including CMT/JCC meetings.
- Managing the Representative travel arrangements - Vision
• Coordinate with Section Chiefs, indicate any foreseen travel plans for meetings events.
• Communicate with Admin/travel agency for flight options most convenient for the Rep and share options for approval.
• Notify UNRCO/MOFA/Protocol and UN Heads of Agencies of dates of absence of Rep inside/outside the country and the OIC.
• Handle hotel booking, logistics ensuring to check on validity of passport, VISAs, agenda, handout materials, itinerary, transportation upon arrival & departure.
- Country Programme Implementation Review, Organizational Priorities and Key Meetings.
• Coordinating all logistics arrangements for the MID/Annual term Review with MOFA (Ambassador's office/First Secretary), reviewing list with Dep Rep of all our Key Counterparts/Donors focal points.
• Support and close follow up to ensure efficient coordination with MOFA, MOIC & UNRCO and all other Ministers in terms of Adhoc meetings & official events attendance.
- Global Meetings / Office Task Force
Supporting in the following meetings/conferences.
• Launch of Social Inclusion Campaign/Music Video (UNICEF/ILO/UNHCR) - Prospects - GWA Donia - Dec 2022.
• CP Event 16 Days of Activism - Dec 2022.
• Launch of Girls’ Empowerment Initiative ‘Dawwie’ - Dec 2022.
• UNICEF 75 Anniversary Reception, 2022 hosted by UNICEF Representative with high level function where pyramids were turned blue, around 400 participants, attended by the Minister of Foreign Affairs, diplomates, partners, civil society, the private sectors and donors, followed by contract renewal signing with UNICEF of the Goodwill Ambassador Donia Samir Ghanem.
• MOY Launch of the CC Van - Sep 2022.
• Adele Khoury - RD mission in Cairo, in July 2022. all related logistics.
• World Youth Forum - Jan 2022
Ensures the smooth running of the MD’s calendar, office operations and time management.
Collect and compile relevant data from various internal and external sources and provide them in an informative format to the Management team.
Assists the Management team and other staff with various important and sensitive administrative functions.
Arranges and coordinates meetings, conferences.
Finalizing hotel agreements, fetching new offers & deals with travel agencies.
Providing hotels production sheet on quarterly basis.
Keeps a record of all sensitive and important information safely and securely.
Assists in preparing reports for the Management team.
Efficiency in filing, keeps all the relevant documents safe & retrieves when needed.
Updating Customers’ Database.
Excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff.
Maintaining petty cash for office & division expenses
Working on SAP system.
Reporting to the Group CEO.
Organize all weekly EXCOM meeting regarding its management and logistics.
Manage the ExCom Calendar and correspondences for all EXCOM meetings with the EXCOM Members.
Responsible to communicate with all the Business Units regarding operational performance following directive of the CEO.
Follow closely the OGSM calendar of meetings and reports.
Responsible to file and organize all business units’ operational correspondence between the Business Units & the CEO’s office.
Responsible to prepare in a timely manner all the business reports necessary for the CEO to conduct business meetings, records the minutes of all Board meetings as well as the minutes of any committees to which the Secretary is assigned, making sure all actions are duly noted.
Ensuring minutes are distributed to members shortly after each meeting.
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.
Maintaining petty cash for the office.
Reporting to the Group CEO.
Ensure the smooth running of the CEO’s calendar, office operations and time management.
Provide Executive Assistance to the CEO in an effective and efficient manner.
Managing and controlling CEO’s schedule and handling rush assignments by assisting with unplanned appointments/meetings/conference calls & extensive diary management and monitoring all travel Expenses.
Daily follow up with MD’s (Direct Reports to CEO) to ensure all action items are fully met.
Coordinating and setting up high-level conference calls, board and management meetings, special events and travel arrangements.
Acting as liaison and maintaining open lines of communication among Senior Executives, board members, shareholders, middle management and administrative staff.
Coordinating preparation and timely dissemination of company reports and presentations for board meetings by preparing Agenda and handouts for meetings.
Providing superior administrative support to CEO, including correspondence, coordination, communications and problem resolution.
Creating highly effective organizational and filing systems, including quick and systematic indexing, filing, resulting in easy access to critical information and stream lined office functioning and ensuring protection and security of files and records.
Assist with planning and organizing company parties and events.
Dealing with Banks, Government institutions and Private Investors.
Liaising with Advertising agencies, organizations to ensure contracts are up to-date.
Liaising with the press for the press conferences and photographers for brochures and pamphlets ensuring all MoU’s and banks deals are well published.
Updating organizational memberships.
Evaluating staff performance & maintaining petty cash for office & division expenses.
Reporting to the Executive Vice President, International & Wholesale/Enterprise Division.
Managing & controlling EVP’s schedule, handling rush assignments by assisting with unplanned appointments/meetings/conference calls & extensive diary management.
Diary daily access for scheduling internal and external meetings for EVP.
Daily follow up with EVP to ensure all action items are fully met.
Undertaking the EVP overseas travel arrangements/Ticket, Visa, hotel accommodation, car rental, itinerary & supporting travel materials / online registrations.
Follow up on EVP’s & Direct Reports ongoing daily, weekly & monthly action items to assure all are fully met on timely manner.
Preparing agenda and handouts that will be presented during meetings.
Administrative support to the I&W division with 40 staff (Sales & Marketing, Carrier Relations, Interconnect Management, Roaming, Capacity and Service delivery, Planning & Solutions, International voice and data sales, ….)
Establishing and maintaining the Filing Systems(s) in a systematic, effective and continuous manner.
Provide sales support to Data Sales team to follow up work orders for Etisalat & du network operations team.
Managing travel arrangements for the team attending international business conferences, trainings, meetings and online registrations.
Raising Purchase and move orders through the Oracle system.
Inducting new employees within the Enterprise Division.
Liaising with Facilities to ensure computers, desks are ready when new employees start.
Assisting to get contractors on board - signing contracts, approval flow etc…
Monitoring EVP’s travel & medical Insurance Expenses.
Maintaining petty cash for office & division expenses.
Team player sharing the success of the company:-
- Organizing & participating in events activities, conferences and meetings.
- Proactively engages with team members, peers, management and others.
Reporting to the Vice President and Corporate Director Middle East & Africa.
Undertake the VP overseas travel arrangements, conferences, Visa, car rent, accommodation & monitoring travel Expenses.
Organizing Local & International trainings/meetings (Dubai, Jordan-dead Sea & Egypt Sharm El-Sheikh Annual Country Managers Meeting).
Leading events management with logistical aspects of organizing MEA conference/gathering events in 2004 & 2005 by having accessible database that would secure prompt access to key organizers/contributors.
Consolidate provided information and slides in one presentation (format & animation).
Perform regular jobs of dictation, typing, filing, email, fax and self correspondence.
Updating Country Managers ME/A profiles.
Assisting and arranging hotel bookings, visas & car rentals for all ME/A Country Managers and senior levels.
Raising, processing and approving Purchase Orders on Tigers System.
Translating contracts and documents from Arabic to English.
Attending Customer’s inquiry and complaint.
Handling payments, receipts with VIP, valued customers and guests.
Preparing/sending out Annual Greeting cards & maintaining petty cash for the office.
Reporting to the CFO.
Supervising the Junior Administrative Assistant to the CFO.
Undertake the CFO and other department’s Directors overseas travel arrangements, conferences & accommodation.
Arranging the Manager’s calendar and fixing important appointments and meetings.
Receiving all the incoming mail and distributing it to the concerned person.
Handling internal and external inquiries for employees within the department.
Preparation of Meeting Minutes on a weekly basis.
Restructuring the filing system & developing/maintaining customer database.
Control overtime sheets for the CFO organization of 150 individuals.
Monitoring and Controlling CFO’s department budget.
Monitoring of the Petty Cash functions in the officer’s area of responsibility.
Preparing Sales Analysis Reports (Daily, Weekly and Monthly).
Scheduling Appointments & Meetings & performing Administrative duties.