Dina Hanna Youssef

Administrative ProfessionalFull Time

• Job Details:• Office Coordination, Office Management and General Coordination: • Developed and updated spreadsheets and databases to track, analyze and report on partners' and grant beneficiaries’ performance in timely submitting their quarter and final reports. • Organizes administrative and logistical aspects of program’s activities, external workshops and trainings. • Identified and recommended changes to existing processes to improve accuracy, efficiency and flow of information within the program. • Participating in the interviewing and selection process for the Administration Department Interns. • Coached new employees on administrative procedures, company policies and performance standards. • Takes over responsibility for GIZ files, EU Fund files and soft copies archive for EU reports and related documents, correspondence. • Supervises and coordinates project support staff and drivers and assign different tasks and transportation requests to them. • Takes over the responsibility of project’s support staff over time calculation and leaves. • Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions. • Preparation of small procurements. • Prepared packages for shipment, pickup and courier services for prompt delivery to program partners or company's HQ. • Provided logistical support for programs, meetings and events, including room reservations, agenda preparation and calendar maintenance. • Participated in Project Management team meetings and transcribed meeting minutes . • Performed general office duties, including answering multi-line phones, routing telephone calls or messages to appropriate staff and greeting visitors. • Tracked inventory and placed purchase orders to maintain adequate stock levels and encouraged cost-effective solutions. • Executed record filing system to improve document organization and management. • Arranged rapid office equipment repair and maintenance with vendors. • Deputized the responsible colleague in managing work calendar and scheduled appointments, follow up and summarizing meetings action items and travel arrangements for the Head of Program. • Supported efficient meetings by organizing spaces and materials, documenting discussions and distributing meeting notes. • Finance and Accounting: • Organizes the daily cash fund and coordinates all related issues with the UD Cluster office in Zamalek’s three offices as follows: • Helps monitor expenses in accordance with the budget. • Helps the monthly financial plans for the office supplies and materials. • Responsible for cash based on the vouchers collected daily. • Reports without delay if the cash holding reaches a minimum level. • Ensures timely and correct handling of invoices according to GIZ rules and regulations. • Responsible for payments of daily office supplies, cleaning materials and refreshments orders. • Responsible for payments of internet and landlines bills and all maintenance related invoices for the UD Cluster Zamalek office.

Office Manager & GM AssistantFull Time

• Job Details:Enhanced collaboration between team members by preparing meeting materials and taking clear notes to distribute to stakeholders. • Improved office operations by automating client correspondence, record tracking and data communications. • Oversaw office inventory activities, including ordering and requisitions, stocking and shipment receiving Administered yearly budget of $15000 to manage office requirements such as service contracts, postage costs and supply replenishment • Liaised with partners and addressed inquiries, appointment requests and billing questions. • Arranged corporate and office conferences for company employees and guests. • Respond to variety of written or verbal inquiries from internal and external parties for the purpose of providing information and facilitating communication. • Provide general administrative and clerical support including mailing, scanning, faxing, copying and printing to management. • Setting the Administration Department’s yearly budget and acting accordingly. Arrange flight bookings & hotel reservations according to travel agendas and based on company’s budget and procedures. Arrange travel slips. • Following up on suppliers’ invoices with finance department. Maintain office coordination within company or with contractors, suppliers, embassies & consulates. Deal with conferences & event registrations. Responsible for sending domestic & international shipments. Handling meetings schedules arrange meetings requests. • Streamlined office operations by managing customer communications, scheduling payments and tracking records and documents. • Managed five employees (Office Support), supervising messengers and enhancing productivity and efficiency. • Prepared vendor invoices and processed incoming payments. • Managed supervisor itinerary and appointments.

Office ManagerFull Time

• Job Details:•Tracked and recorded team expenses and reconciled accounts to maintain accurate, current and compliant financial records. • Solved problems timely and effectively, ensuring customer satisfaction. • Interacted with customers professionally by phone, email or in-person to provide information and direct to desired staff members. • Improved customer satisfaction scores through application of superior conflict resolution and problem-solving skills. • Prepared vendor invoices and processed incoming payments. • Follow office workflow procedures to ensure maximum efficiency. • Maintain files and records with effective filing systems. • Taking care of various administrative tasks (redirecting calls, correspondence, scheduling meetings etc.) • Greet and assist visitors when they arrive at the office. • Monitor office expenditures and handle all office contracts (rent, service etc.)