Administrative Coordinator

Job Purpose: Provides high-level, confidential administrative support to the office of the Country Head. Duties may be clerical, administrative and project-based and include scheduling travel, arranging meetings/corporate events, handling information requests, personal expenses, preparing reports and correspondence and liaising with different levels of management. The role also covers all the administration support to the Head office
. Job Responsibilities:

• Assisting the Country Head with all clerical, administrative tasks including travel arrangements, managing schedules, and business expenses
• Managing the Head Office stationery and maintenance
• Manage the Head office travel budget
• Organize travel arrangements for Head office management and employees
• Manage travel budget for Foreigners and High profiles with letters, air tickets, accommodations, and traveling inquiries
• Supervising day-to-day operations of the administrative department and staff members.
• Developing, reviewing, and improving administrative systems, policies, and procedures.
• Planning, scheduling, and promoting office events, including meetings, conferences, interviews, orientations, and training sessions.
• Working with Finance and management team to set budgets and other expenses related to the administration department.
• Handling Petty Cash for HO covering all forms as per Finance requirements
• Manage and follow up on car insurance for the company cars a per company policy.
• Manage and order stationary for MAFV HO, following up and monitoring consumption and keeping track to have inventory as not to be out of stock
• Managing kitchen supplies & beverage for MAFV HO
• Manage office maintenance/ furnishing / branding/ and facility for MAFV HO and follow up on Invoices and LPOs related to the services.
• Organizing and managing events for MAFV / top management / board visiting Egypt
• Assisting in contacting candidates to set interviews for Country Head
• Handling expenses for Country Head on KDS complying with company and corporate card policy and system policy.
• Arranging meetings /agendas for Country Head and Finance Head – minutes
• Handling all office utilities related invoices and payments follow up as per finance.
• Handling and follow up on Medical for Country Head + family
• Creating BTAs/ Vacation forms or any other forms related to Country Head that need approvals from CEO and follow up and file.
• Filing & keeping records for invoices, contracts, BTAs and NDAs for MAFV HO
• Helping in presentation, letters, and communications for Country Head.
• Reports consolidations requests from MAFV Dubai team ex(Risk Management reports)
• Managing Office boy and company driver MAFV HO
• Handling printing orders for business cards for senior Management and HO letterheads – envelopes – folders – notebooks as following guidelines
• Handling & managing travel – hotels- cars- visa
• Managing Vodafone Accounts / procedures and mobiles custody.