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Job Description
Office Administrator - External Workforce
Danone is looking for a dynamic Office Administrator based in Cairo, Egypt, to be responsible for the HR admin responsibilities of the Egypt team, coordinating the SN Head Office operations, and covering the receptionist duties.
In order to ensure organizational effectiveness and efficiency. Communicating with people at all levels across all business functions and countries is a key part of this role as well as dealing with key stakeholders and a range of external providers and customers.
Danone is a global food company holding top positions in healthy food through its three businesses Essential Dairy & Plant Based, Specialized Nutrition, and Water's business. Its mission, bringing health through food to as many people as possible, embodies commitment to human progress and business success. It gives meaning to the work of our 100,000 Danoners worldwide on an everyday basis. For passionate people looking for autonomy and exciting career opportunities, Danone truly has something special inside!
Objectives of the role Key Accountabilities:
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- Being the gatekeeper of the Head Office means that the selected candidate will need to adhere to the 9 am to 6 pm daily presentable presence at the office reception desk.
- Provide a monthly office attendance report to ensure the employees' adherence to the weekly office attendance as per the Hybrid working policy.
- Manage the Head office purchase orders for all related supplies, events & responsibilities.
- Arrange cost-effective purchase of office equipment, stationary, consumables, etc., as per the requirement of the team and ensure its timely distribution.
- Book venues for main team/business events.
- Maintain a good working relationship with suppliers to ensure long-time commitment from them to give the company the best corporate rates.
- Arrange for security services and office cleaning services.
- Undertake and manage printing as well as the ordering of various office stationery.
- Manage and handle business couriers, both incoming and outgoing.
- Handle sensitive and/or confidential information and/or documentation with appropriate discretion and regard for the physical security of associated paperwork and electronic files.
- Manage archiving of old office/administration documents and ensure archiving.
- Answer incoming calls in a professional manner at all times; receive and correctly route incoming calls, take, and distribute accurate messages in order to ensure smooth operations both internally and externally.
- Greet visitors and determine the nature of their visit; issue visitor passes and maintains visitor logs; alert appropriate party of visitor arrival or direct visitors to the appropriate office, department, or employee.
- Supporting with travel arrangements where needed for the team or external visitors.
- Respond to routine inquiries from internal or external sources, for example, on the organization's location, hours of operation, phone numbers, or email address.
- Keeping and updating the office, building, and parking access records and proactively highlighting any shortages while keeping a close eye, especially on the parking slots, to avoid overspending.
- Routine office tours to proactively detect any problems that might happen to the office infrastructure (Furniture, walls, ceiling, meeting rooms, etc).
To be successful in the role you should ideally have:
Education & professional experience:
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- Fluent in Arabic and English: written and spoken.
- Bachelor degree.
- 0-5 years experience in an office admin/management position, ideally in an international environment.
- Proven track record of dealing with administrative tasks.
Location: Cairo, Egypt.
Interpersonal Skills:
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- Intermediate knowledge of Microsoft PowerPoint, Word, and Excel.
- Self-disciplined with strong growth mindset.
- Takes the initiative to provide support to staff.
- Asks questions to identify the needs & priorities.
- Works hard to provide an efficient and effective service to others.
- Able to judge the relative priority of different tasks or information.
- Actively maintains effective working relationships.
- Direct , assertive and confident in communicating with others.
- Stays calm when dealing with a range of demands.
- Speed, accuracy and attention to detail.
- Highly organized.
Targeted profile Required CODES Focus (Danone leadership competencies):
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- Human Centric.
- Agile.
- Accountable and Decisive.
- Inclusive and Collaborative.
- Courageous with Empathy.