ICARDA; International Center for Agricultural Research in the Dry Areas

Administrative Assistant

• Reports to: Travel and Administrative Officer
• Location: Cairo, Egypt
• The Administrative Assistant will provide clerical and administrative support to ensure the smooth functioning of the Cairo Office. The role focuses on front desk operations, routine office administration, logistical coordination, and basic support for meetings, travel, and office supplies. The position requires good organizational skills, attention to detail, and the ability to follow established procedures accurately.
• Front Desk:
• Operate as the front desk focal point, including handling all incoming phone calls and welcoming visitors and staff.
• Oversee incoming mail and courier deliveries, maintaining a reliable tracking system.
• Provide assistance in organizing and tracking meeting room reservations at the office.
• Office Administrative Support:
• Processing travel and office related invoices (airline tickets, utilities, couriers, hotels, taxis, etc.) in the UBW Payment System.
• Support the collection and submission of monthly motor pool chargebacks and overtime records for drivers and attendants.
• Coordinate with the travel agency and transportation vendors to reconcile monthly travel reports and statements of work.
• Monitor stock levels of office and kitchen supplies and prepare requests for replenishment.
• Act as the primary contact for Goods Receipt Notes (GRN) for all Purchase Orders related to travel, training, workshops, petty cash, and payments above/below USD 1,000.
• Liaise with mobile service providers (Vodafone and Orange) for SIM card/4G line activation or deactivation, submit monthly bills in the system, and coordinate payments with the Finance Department.
• Maintain and regularly update the database of staff allocated official mobile SIM cards or Wi-Fi devices, ensuring accurate records are kept.
• Event & Meeting Support:
• Provide logistical support for meetings, workshops, training sessions, and other events organized at the office location or outside office such as hotels.
• Finance & Petty Cash support:
• Maintain the petty cash for the Maadi office and hosted centers’ apartments and prepare weekly advances for drivers’ vehicle-related expenses.
• Submit petty cash invoices bio-monthly and prepare a monthly expense report for the Finance Department.

Administrative Assistant / Front Desk

Financial Planning and Analysis

• Ensure accurate and timely recording of transactions with proper documentation and authorization
• Ensure account balances are accurate and proactively managed
• Analyze accounts receivable and payable at least twice a month and take corrective actions
• Assist Grant Finance Officer in preparing donor financial reports
• Organize and carry out monthly and annual close in coordination with HQ
• Prepare draft monthly cash and bank reconciliations and analyze GL accounts, initiating corrections and adjustments
• Assist HQ Finance in monthly, quarterly, and annual closing and reporting for India Office
• Maintain up-to-date fixed asset register for assets in India
• File financial documents and prepare to work with auditors; work with internal auditors and chartered accountants
• Ensure optimized cash management and timely, accurate payments; monitor petty cash and bank accounts and coordinate with banks
• Prepare monthly projections for submission to HQ and monitor use vs projections
• Undertake administrative tasks liaising with governmental bodies, sister centers and external stakeholders
• Vehicle management: verify logbooks, control fuel and maintenance expenses, advise on fleet cost-effectiveness
• Report to Head of Finance (based in Cairo) and work closely with the Country Coordinator

Finance Specialist

Auditor

• Deliver independent, risk-based assurance and advisory services to enhance governance, risk management, compliance, and internal controls.
• Perform and ensure high-quality delivery of assigned assurance/advisory engagements, developing audit scope, performing internal audit procedures, and preparing reports.
• Cover functional and operating units, focusing on financial, IT, research, and operational processes.
• Follow up on outstanding internal audit issues and assist in monitoring improvement actions.
• Assist with internal audit management and periodic reporting to ICARDA's Audit, Finance, and Risk Committee; develop and update the internal audit plan.
• Champion internal control and corporate governance concepts across the organization.
• Occasionally direct and review work performed by other CGIAR internal audit personnel and external assurance resources.
• Participate in planning and executing risk-based assurance/advisory services, documenting business risks, confirming scope and objectives with management, and determining methods to achieve objectives.
• Investigate problems in systems, processes, and services, analyze patterns and trends, identify root causes, and provide risk insights and mitigation recommendations.
• Provide inputs on innovative approaches to performing internal audit activities and contribute to knowledge sharing and stakeholder engagement.

Administrative Assistant / Front Desk

Finance Specialist

Senior Internal Auditor