Office Manager
Mott MacDonald
Operations
Sohag, Sohag Governorate, Egypt
Posted on Jan 29, 2025
Location
Sohag, Egypt
Country
Egypt
Contract type
Contract
Work pattern
Full Time
Market
Various
Discipline
International development
Job ref
6970
Recruiter contact
Shailesh Chougule
Responsible for facilitating the efficient functioning of the office through a range of administrative, clerical, financial (petty cash) and managerial tasks. The Office Manager reports directly to the Country Operations Manager Team and coordinates the activities with them, the branch finance team, the branch IT and the Office Managers/Admin staff.
The tasks related to the office management include but are not restricted to the following:
- Supervision of maintenance of the MM Branch premises, offices furniture and equipment (computers and computer network, telephones, fax machine, electrical appliances, photocopiers, printers, etc.);
- Act as an interpreter for international colleagues.
- Set up and maintenance of general archives.
- Undertake all normal secretarial duties including answering the telephone in the absence of the operator; taking messages; sending and receiving faxes and emails.
- Arrange appointments, hotel reservations and travel bookings as well as venue bookings for meetings, workshops training activities etc. in consultation with the TM, the COM.
- Maintain daily records of staff activities
- Meet and greet visitors to the MM Branch office.
- Translation of general correspondence, articles and documents.
- Keeping Petty Cash daily with cash receipts and payment records.
- Set up and maintenance of general archives.
- Control of office stationery, consumables and software and timely ordering of same.
- Control of capital assets such as computers, printers, and other durable equipment.
- Obtaining and maintaining Project Photo ID cards for all staff.
- Maintenance of record book of letters and documents received from and delivered to third parties.
- Assistance in photocopying and scanning of documents, binding of reports etc.
- Supervising the preparation of refreshments, coffee, and tea for staff and visitors.
- Liaising with staff, clients and suppliers.
- Supervising and delegating tasks to support staff.
- Supervision of the driver’s pool in coordination with the Senior Driver.
- Allocation of cars and drivers for authorised staff in coordination with the Senior Driver.
- Routine maintenance of projects’ cars in coordination with the projects’ Oms & Senior Driver.
- Garaging and security of cars in coordination with the Senior Driver.
- Revising the recording of mileage, fuel consumption and destinations of cars in coordination with the Senior Driver (i.e. installed GPS);
- Licensing and insurance of cars in coordination with the projects’ Oms & Senior Driver.
- Arranging permits and official documents.
- Maintenance and safekeeping and handling appropriate inventory list and procedures of office equipment & furniture.
- Supervising maintenance and cleaning of office premises, office furniture and equipment.
- Liaison with Government entities (after consultation with COM)
- Liaison with relevant governmental departments, ministry officials, police & immigration.
- Arranging permits and other official documents if needed.
- Timely renewal of licenses, residence permits, visas, etc. of foreign nationals.
- Any other related duties which may be requested from time to time.
- Prepare cash flow forecasts and forecasts of required funds on a monthly basis.
- Manage petty cash for the project offices, including managing and reconciling cash advances.
- Maintain all financial records (such as invoices, and work orders) in good order and keep up to date.
- Managing procurement of services & goods and for MM Branch office, including price negotiations.
- Meet and greet visitors to the MM staff.
- Assistance with organising and running workshops.
- Ensuring the affordability and availability of refreshments, coffee, and tea for staff and visitors.
- Arrange subscriptions to selected newspapers, magazines, and journals – if any.
- Maintenance, and allocation of audio-visual and training equipment, if any.
- Arrange appointments, hotel reservations and travel bookings as well as venue bookings for meetings, workshops, training activities.
IT coordination duties:
- Supervision of maintenance of main office equipment (Computers and computer network, telephones, fax machine, electrical appliances, photocopiers, printers, etc.)
- Activating dormant email addresses
- Activating spare laptops GNOS system
- Coordinate with ISMA IT for weekly/monthly backups of data on computers.
- Control of capital assets such as computers, printers, and other durable equipment.
Drivers Coordination duties:
- Supervision of the driver’s pool in coordination with the appointed Office Managers and Senior driver.
- Allocation of cars and drivers for authorised staff in coordination with the appointed Senior driver.
- Coordinate the routine maintenance of cars with the appointed Senior driver.
- Ensure the appropriate garaging and security of cars in coordination with the appointed Senior driver.
- Revising the recording of mileage, fuel consumption and destinations of cars in coordination with the appointed Senior driver (i.e., installed GPS system).
- Licensing and insurance of cars in coordination with the appointed Senior driver.
- Coordinate any other relevant duties of Field Office Admin staff which may be requested from time to time.
Liaison with Government entities (after consultation with TA Team Leader)
- Liaison with relevant governmental departments, ministry officials, police & immigration.
- Arranging permits and other official documents if needed.
- Timely renewal of licenses, residence permits and visas
Job Requirements:
- Able to live and work in Egypt
- University degree in Engineering or related field
- Experience working on similar projects
- Fluent in Arabic with excellent reading and writing skills
- Ability to easily speak, read and write excellent English
- Proficiency in Microsoft Office (Word, Excel, PowerPoint)
- Excellent communication skills
- Ability to work in teams and communicate effectively in a multi-cultural environment
- Significant work experience
Equality, diversity and inclusion
We put equality, diversity and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they have the opportunity to contribute.
Agile working
At Mott MacDonald, we believe it makes business sense for you and your manager to choose how you can work most effectively to meet your client, team and personal commitments. We embrace agility, flexibility and trust.
