Office Admin Manager
I know all about administrative and secretarial tasks as I was responsible in each embassy for the processing of almost all operations in its different departments such as Visa Section, Human Resource (oversee the attendance book, Social & medical Insurance, compiling the authorizing leave, the sick leaves & absence records, prepare all personnel kits, calculate bonuses and increments depending on employees performance evaluation according to KPI), Finance & Accounting (LCs, LGs, and internal and external contracts salaries/payroll, dispatching employees payment slips, tax calculations, transfers, swifts, petty cash, Purchase requests, monthly fees & Closing Reports, the General Ledger, dealing with Foreign Companies), Commerce (promoting trade & exhibitions), Culture (providing and transferring scholarships for students, arranging press relief), etc… In fact my work in Financial & HR Department had given to me more experience & improvement in such field.
My responsibilities, among others include: keeping of Ambassador's appointments-Diary, communications with Official Authorities and the Diplomatic Corps, composing and finalizing Memos & correspondence including those relating to the Ministry of foreign Affairs or any other Ministry, responsible for giving and logging all types of visas (Diplomatic, Courtesy & Ordinary), etc…, logistics in connection with visits, arranging travels and transportation needed, translation/interpretation from or to Arabic – English and French, assuming all administrative tasks like filing (Hard & Soft copies), faxing, scanning, recording the incoming and outgoing documents mailed/faxed, handling of the outgoing pouches, making labels for mailing, dispatching greeting or invitation cards, etc…Some of my duties were to communicate with Media Egyptian Authorities to organize press conferences and interviews for the Ambassador, to highlight the important events to be written at the private press review of the Embassy, translating press release to be dispatch to the Media, organizing Arts festivals and composing small audiovisuals films about countries of the embassies I worked to be broadcasted by projector in its National Days. In ILO and UNODC, I am used to UN system rules and regulations as I have acquired a solid knowledge to these rules in terms of administrative, HR and financial matters, I Organize workshops, distribute allowance to participants, interpret and translate presentations and documents needed for the event and prepare the agenda, the participants list of names and the evaluation sheet. Follow up and coordinate with Authorities the arrangements for the event. Make the Travel arrangements, TA, typing travel authorizations, counting DSA and make the security clearance for UN Officers. Expenditure Breakdown Detail and Petty cash reconciliation. Prepare Ex coll contracts, EPA and the Terms of references for consultants. Replacing the Assistant to the director during her leave. Search for and prepare briefing materials for the International staff for use on official missions, special meetings and for action. Collect and coordinate briefing materials for the supervisor’s missions and meetings, ensuring that submission timetables are adhered to. Undertake searches for information. Participate in the organization and preparation of staff or special meetings, and take minutes. Maintain contacts with officials in government offices, NGOs, ministries, workers’ and employers’ organizations and UN agencies. Perform all important arrangements and facilities for conducting workshops and seminars, including all logistics and administrative supports. Arrange official receptions given by the office. I have learned how to guide UN principles and values in addition to advocate for the mobilization of resources necessary to achieve its work of area and attain the MDG global targets expected to be achieved.