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Administration Assistant

Life Makers Foundation مؤسسة صناع الحياة مصر
Egypt - Cairo


11 551
  • Job Role / Function

    Administration & Support

  • Years of Experience

    3 - 5

  • Career Level

    Mid Career / Senior

  • Nationality


  • Gender


  • Expiry date

    15 Apr 2020

Job description

    Responsible to make sure all monthly bills are made (Phone, Electric, internet, water supply, etc.) with timely manner. Make regular payments (such as office rent, warehouse rent, staff house rent, etc.) and Periodical payments when required.
    Register, submit and file daily incoming and outgoing correspondence.
    Monitor & report stock levels and order status to ensure adequate office supplies, sundries at office.
    Request for office use (such as stationery, cleaning materials, refreshment, phone prepaid card, furniture, etc. Updating staff contact, NGOs, Government lists.
    Communicating with local government counterpart and other agencies.
    Hotel booking, air ticketing and other logistical arrangement in the field office for field staff and visitors. Act as the contact person to help visitor enquiries and arrangements where necessary
    Support the office in preparation for and organization of workshops and meetings ensuring value for money and due diligence process for selecting venues. Maintain a database of approved venues
    Make sure office buildings are clean, healthy environment and neat & tidy at all time.
    Maintenance and repairs of buildings, fixtures and furniture and equipments at apartments (negotiate and coordinate with owners, staff and office);
    Assist in proper allocation of workstations, furniture and equipment in office buildings. Make sure office auto machine and equipment are functioning at all time.
    Supervise office helpers and Guards in smooth operation of the field office. Perform typing duties to generate documents as necessary.
    Any other duties as assigned.
    Implement and maintain document control processes and procedures. Develop and maintain the Document Management System.
    Manage all flows of documents either in electronic form or on paper support.
    Ensure Document Management accordingly to established procedures or standards (documents numbering, formats, issuance, review, dispatch, recording and archiving)
    Maintain and manage electronic and hard copy documents as required.
    Process incoming and outgoing documentation
    Makes sure that controlled copies of latest approved documents are distributed internally and externally. Ensure control and coordination of projects documentation and data.
    Ensure all documentation are correctly identified, distributed and filed/stored.
    General document control activities such as photocopying, scanning, analysis of documents compliance with standards regarding numbering and all others aspect related to document quality.
    Communicate and liaise with departments to agree standards, systems, efficient flow of documentation, handover and close-out of Projects activity to ensure consistency in document control as required
    Ensuring the use of standardized forms and templates.
    Establish and maintain the Master Document Register in cooperation with other departments.
    Training the staff on records management procedures and policies, which include documentation, retention, retrieval, destruction and disaster recovery.
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Job requirements

    A University Degree in Business Administration, or equivalent in relevant field.
    A minimum of 3 years of experience in an administration role in a corporate or an NGO
    Fluency in written and spoken English.
    Experience in the legal aspects is a plus.
    Strong organization and planning skills to prioritize a busy workload and meet deadlines
    Ability to develop and implement effective and efficient admin systems
    Excellent communication skills in order to deal tactfully and sensitively with a wide range of people.
    Good judgment, initiative and problem-solving ability.
    Proven ability to provide high-level support to management teams.
    Ability to plan and organize a substantial workload that including complex, diverse tasks and responsibilities.
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Additional Information

About this company

Life Makers Foundation مؤسسة صناع الحياة مصر
مؤسسة صناع الحياة مصر (LMF) هي مؤسسة أهلية وطنية غير حكومية وغير هادفة للربح أسست عام ٢٠١١ ومسجلة مركزيا برقم قيد ٨٣٩ لسنة ٢٠١٨ وتعمل طبقا لقانون الجمعيات والمؤسسات الأهلية المصري. المؤسسة قائمة على التطوع وتعمل منذ نشأتها على تنمية الشباب لبناء قدراتهم من أجل العمل على تنمية المجتمعات والاستجابة لاحتياجاتهم الإنسانية والإغاثية. المؤسسة تعمل مباشرة من خلال مكاتبها وفروعها المنتشرة في أنحاء الجمهورية وكذا من خلال الجمعيات والمنظمات الشريكة في مجالات تنمية الشباب، التعليم، الصحة، سبل كسب العيش والاحتياجات الأساسية والبيئة.
تتبني المؤسسة مبادئ العمل الإنساني الأساسية: الإنسانية والحيادية والعمل طبقا للاحتياج والاستقلالية، في جميع الأعمال التي تقوم بها وذلك للتأكد من أن تقديم المساعدات يتم دون التمييز طبقا للعرق، الدين، النوع أو أي اعتبارات أخري. تقدم مؤسسة صناع الحياة التدخلات الإنسانية والتنموية لمستفيدين الأكثر احتياجات مع الحفاظ على كرامتهم والتأكد من مشاركتهم.
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