Administrative Assistant

 Administrative Assistant for Technical Works Group (Maternity Cover)

Job Category  

Foreign, Commonwealth and Development Office (Operations and Corporate Services)

Job Subcategory  

Estates

Job Description (Roles and Responsibilities)  

The British Embassy in Cairo is looking to recruit an Administrative Assistant for Technical Works Group (TWG) grade A1 (L) to cover a staff on maternity.

The successful candidate will receive and co-ordinate all maintenance requests relating to the Residential and Official Estate, provide a customer focused service to internal and external stakeholders, liaise with members of staff, their spouses/partners as well as contractors.

Main duties and responsibilities:

To liaise directly with UK officers, their spouses and locally engaged staff, receiving works requests (by phone or email), ensuring all work requested is correctly documented.

Prepare works programmes as agreed with TWG Charge Hand.

Give daily feedback to ALL staff regarding any ongoing works being carried out in office/residences.

Co-ordinate access times for TWG and contractors working in office premises, residence and staff properties as agreed with TWG Charge Hand.

Maintain attendance records, time sheets, overtime and annual leave of all TWG staff as agreed with TWS and TWG Charge Hand.

Maintain and update records of planned maintenance and Asset lists.

General administration duties, including attending meetings where required.

Flexible and open to change and willing to take on extra duties along with a view to constantly improving customer service.

This list is not exhaustive and you may be required to carry out additional duties according to business needs.

Key Competences:

Making Effective Decisions - Effectiveness in this area is about being objective; using sound judgment, evidence and knowledge to provide accurate, expert and professional advice.

Collaborating and Partnering - People skilled in this area are team players who create and maintain positive, professional and trusting working relationships with a wide range of people within and outside the Civil Service to help get business done.

Delivering at Pace – Effectiveness in this area means focusing on delivering timely performance with energy and taking responsibility and accountability for quality outcomes.

Managing a Quality Service – Effectiveness in this area is about being organised to deliver service objectives and striving to improve the quality of service, taking account of diverse customer needs and requirements.

Essential qualifications, skills and experience  

Fluency in English and Arabic both in written and verbal communication skills. Ability to express ideas and messages clearly and concisely.

Previous experience in technical works and/or administrative work experience.

Excellent organisational and time management skills, including the ability to manage several tasks simultaneously.

Team player who is capable of working on their own initiative and manage others.

Ability to work quickly, reliably and proactively with attention to detail and with limited supervision.

Strong IT skills and literacy in Microsoft Office applications (MS Word, Excel, PowerPoint, and Outlook).

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