Job Description Create Jira tickets timelymaintain incoming/outgoing correspondences logact as the focal point for all incoming and outgoing correspondencesmaintain an updated indexing log Take ownership of the monthly Jira indexing report submission and statusmaintain a virtually updated and secured archive folder 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 FPsFollow 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 HoALead 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 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 logundertaking the annual assets reporting/count Facilitate the requests of the hub's team for assets selling exchange or maintenance