Gamila Hussein ABDEL HALIM

HR/ ADM ManagerFull Time

• Job Details:Duties and Responsibilities Administration:- 1. Made travel arrangements, Hotel Reservations and flowed up for all staff mission and check with the hotels to confirm the hotel reservation for all incoming missions) and prepared a Travel Authorization Forms and DSA advanced calculation. 2. Arranged for internal and external related travel (PTA) from different countries and calculate the DSA. 3. Maintained an announcement board with information on staff missions/leaves and incoming missions. 4. Collecting air tickets offers for the all missions from Cairo 5. Bargained with tickets prices, and air ticket reservation 6. Helped in facilitating ILO Conferences, Seminars, Workshops and press conferences held in the office and in hotels; 7. Followed up clearance of goods and cars received for the office, ILO projects and experts, from customs; 8. Obtained quotations for the purchase of office supplies , furniture and equipment; 9. Provided administrative support for meetings, seminars and/or Workshops. 10. Maintained, updated and transmitted inventory records of non-expendable Equipment. 11. Updated UN directory on UNDP web site. 12. Supervised the drivers and Security monitoring as below:- • Handle Fuel log, Organize and prepare the daily schedule use for office vehicles. • Monitoring vehicles and Motorbike maintenance, • Check the driver compensation time and overtime with the vehicle log book and Prepare the petty cash voucher related to fuel and repairs. 13. Maintained staff attendance & leave records for Cairo sub regional office and Projects staff. Reviewed and monitored staff compensation time. 14. Followed up with and writing all related letters to custom clearance, Foreign Affairs, Processing request for visas, outgoing and ingoing mail. 15. Handled and monitored the staff private international calls reimbursements. 16. Handled the telephone company maintains contract. 17. Arranged tours for HQ visitors and family Personnel: 18. Prepare contracts and assemble documentation required for staff appointment, promotion, transfer, separation, etc. obtained information from other sources where necessary to justify eligibility. And draft appropriate letters to staff as well as personnel action forms to incorporate allowances where applicable. renew NPAs and extension of contracts, annual increments and ILO Forms etc.) 19. Verified and updated staff personal data, and incorporate information into staff files and automate specialize databases. Maintained staff files and compiled data for the preparation of statistics. 20. Processed personnel action documents, obtained clearance and completed necessary forms, and followed up with related personnel and administrative services accordingly. 21. Drafted correspondence, faxes, e-mails and memoranda on personnel matters from oral instructions, previous correspondence or other available information sources in accordance with standard office procedures. 22. Responded to routine requests for information. Arranged appointment with UN recognized physicians for compulsory medical examinations. Received, registered and dispatched Confidential medical reports to headquarters Medical Service, and prepared medical clearance forms. Assisted staff members in completing their medical claims. 23. Maintained of office personnel files and records. Searched and selected information and recorded in specified format or on the basis of general instructions. Maintained and made a necessary checking and recorded for confidential files of various personnel subject matters. 24. Provided advice and assisted staff members and their dependents by processing various requests and other necessary administrative documents in accordance with the requirements of office and United Nations and the country of the duty station and assisted in typing requested for necessary personnel-related documents in accordance with the requirements of the United Nations. 25. Up dated data base for UN Directory and the Government of Egypt. 26. Perform other related duties as required