Job Description
- Create Jira tickets timely
- maintain incoming/outgoing correspondences log
- act as the focal point for all incoming and outgoing correspondences
- maintain an updated indexing log
- Take ownership of the monthly Jira indexing report submission and status
- maintain a virtually updated and secured archive folder
• Processing and coordinating residency permits for diplomatic staff and their dependents.
• Managing diplomatic vehicle registration, licensing, and related procedures.
• Handling diplomatic car privileges and related arrangements.
• Liaising with the Ministry of Foreign Affairs, embassies, and other relevant government authorities.
• Managing documentation, approvals, and compliance requirements related to diplomatic status and benefits.
Lead relations with the different stakeholders including but not limited to;
- Establish and maintain relations with the different MDBs protocol focal points
- Establish and maintain relations with the protocol focal points in different diplomatic entities in the development sector
- Establish and maintain relation with the protocol focal points in different ministries and embassies as per the work needs
- Maintain contact list for protocol FPs
Effective follow up of the laws and protocols of work relevance including but not limited to;
- Follow up and stay updated with the changes in laws of custom clearances, MoFA,
MoPED,…etc.
- Follow up and stay updated with the changes in protocols of relevance to the office work
- Communicate those updates to HoA
Lead the process of Visa and Permits issuance including but not limited to;
- Undertake the process of new joiners’ visa and permits issuance
- Undertake the renewal of existing visa and permits for the staff and their dependents
- Undertake the issuance of visas and permits for business missions
- Lead the process of facilitating for any mission visiting the hub
- Undertake facilitation at airport for the different events and delegations
Lead on the needed work with the different governmental bodies including but not limited to;
- Undertake any tasks of relevance to customs clearance
- Coordinate for the renewal of the different office documents (taxes, customs…...etc.)
- Facilitate as needed for workshops, conferences, IsDB day or any event intended by the hub
- Maintain and update vehicle related documents including the preparations and submission process of issuance / renewal of visa/car license/custom clearance
- Effective and timely documents monitoring including the establishment of a system for monitoring renewal of visa/licenses…. etc. for the staff and the Hub
Provide efficient support for the different hub events (meetings, workshops, weekly team meetings, missions, retreats…...etc.) including but not limited to;
- provide logistical support for all team's missions
- Maintain updated inhouse events calendar
- Maintain updated hub's events calendar
- Lead logistical arrangements for upcoming events inside Egypt (inside and outside the hub)
Applying approved procedures and policies while maintaining stakeholders’ relations including but not limited to;
- Applying approved procedures while performing day to day tasks
- Establish and Maintain relations with the different HQ departments/focal points involved in day-to-day tasks process
- Awareness of the approved policies and procedures
- PR and SES without errors
- Maintain relations with vendors and service providers
Maintain administrative work needed for smooth office functioning including but not limited to;
- Maintain updated staff list and leave monitoring logs
- Maintain updated record and ensure continuous supply of the different office consumables (kitchen, water, and stationery)
- Provide the needed support and knowledge sharing for the hub's staff
- Maintain roasters of high-level partners and their contact information
- Lead office maintenance tasks and inhouse works with minimal work interruptions
- Responsively act on any adhocs or bottlenecks obstructing the work at office
- Maintain and timely update vehicles' logs while managing vehicles and drivers’ daily schedules
- Managing and reporting on petty cash
- Following up on RHC email and being responsible for incoming/outgoing correspondences through it
- Undertaking receiving, revising, and tracking invoices and payments' status
Acting on procurement tasks securing smooth office operations including but not limited to;
- Undertaking vendors relations, follow up and evaluation
- Undertaking the process of vendors registration
- Act as focal point for vendors relations
- Lead on the annual hub's giveaways production and disbursement to partner and stakeholders
- Act as focal point with Cigna while managing and administrating the hub's account
- Lead on the construction of hotels and media services companies database and registration
Managing and administrating assets management including but not limited to;
- undertaking listing and coding of the hub's assets
- Timely updating assets log
- undertaking the annual assets reporting/count
- Facilitate the requests of the hub's team for assets selling exchange or maintenance
