Associate Clinical Specialist, CRM
Abbott
Administrative Assistant / Front Desk
ICARDA; International Center for Agricultural Research in the Dry Areas
full-time
Posted on:
Origin: • 🇪🇬 Egypt
Visit company websiteJob Level
JuniorMid-Level
About the role
- 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.
Requirements
- Bachelor’s degree in Business Management, Administration or equivalent.
- Minimum of 2 years’ experience in administrative support.
- Proficiency in MS Office (Word, Excel, PowerPoint) and ability to use corporate systems (UBW).
- Good command of written and spoken English and Arabic.
- Excellent organizational and time management abilities, with demonstrated skills in prioritizing tasks effectively.
