Reports to: Director, Project Management

Purpose: The holder of this position will provide full administrative and logistical support to the Centers of Excellence for Agriculture and Water (COE) by performing all tasks related to administrative and logistics necessary to accomplish the objectives of the project and ensure its smooth operations. He or She will be responsible for ensuring the efficient management and control of the admin and logistics operations and achieving agreed administrative service levels. The job holder will provide an effective and reliable service to team members while meeting all legal and regulatory requirements. He or She will be responsible for organizing the safe and efficient administrative tasks, contributing to the creation and implementation of best practice admin and logistics strategies, processes and procedures to aid and improve administrative performance.

Responsibilities:

• Independently communicate and interface, frequently and effectively, with campus wide administrative staff, faculty, and senior administrators
• Execute all administrative, procurement, logistics and HR related functions of the project activities
• Manage project team travel arrangements and logistics, ensuring alignment with AUC’s and donor’s guidelines
• Organize and facilitate events, workshops, meetings, and others, and manage all logistics related to that, such as booking meeting rooms, arranging catering, sending invitations, and others
• Prepare minutes of meetings, related correspondence and official letters
• Effectively handle all office logistics, including keeping track of office equipment, ordering office supplies and stationery as well as monitoring inventory levels
• Assist in developing an operational manual for the project outlining a system for project documentation, and the policies and procedures regulating the administrative and logistical functions within the project in line with the grant terms and AUC’s policies and procedures, in cooperation with the Monitoring and Evaluation Advisor
• Provide administrative and logistics information or data and functional advice and guidance to individuals inside the COE area and to other positions with more direct impact
• Act as the principal liaison between the externals and team staff for admin and logistics matters and coordinate day to day support of logistics operations
• Manage and maintain administrative and logistics schedules and communicate to all relevant pillars
• Lead some of the meetings in support of logistical needs or specific activity
• Provide status administrative and logistics reports and updates to the line manager on all requirements, current and emerging
• Manage timely issuance and delivery of all administrative documents
• Continuously improve logistics operations for efficiency and cost
• Develop weekly tracking admin reports, outline or schedule for all open tasks
• Provide recommendations to current and changing admin operations requirements
• Resolve problems that are related to admin and logistics systems and maintain administrative and logistics of records and maintain their integrity
• Accurately insert data into the system to maintain and generate required reports
• Perform any other related duties as assigned

Requirements:

Minimum Education Requirements:

• Bachelor’s degree in any related discipline

Experience:

• A minimum of seven to nine years of relevant work experience, including three in senior administrative role

Skills:

• Excellent knowledge of the English and Arabic languages
• Excellent computer skills
• Excellent interpersonal and communication skills
• Analytical, organization and problem-solving skills
• Experience working with SAP is a plus
• Previous interactions with travel and logistics offices
• Detail oriented
• Handle pressure effectively
• Team player

This position is open until October 16, 2024

Placement is based on the candidate’s experience and skills. Only candidates who make it to the short list will be contacted.

"The American University in Cairo is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Individuals with disabilities are encouraged to apply."

“We thank all individuals who have expressed interest in working at The American University in Cairo.”