Office Administrative Assistant - JobzEG

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كوبون خصم على كل مشترياتك من موقع نون مصر الكوبون : FA992

السبت، 31 يوليو 2021

Office Administrative Assistant

 Office Administrative Assistant

General Secretariat (SG) 

Group Strategy Department (GS) 

External Action Representation Division (EAR)


This is a full-time position linked to the Partnership Advisory Mandate.


The term of this contract will until 31st December 2022


Panel interviews are anticipated from September 2021

This position is open to nationals of Egypt and other nationals with a valid Egyptian work permit. Employment with the EIB is subject to pre-employment screening. Appointment of a selected candidate is conditional on a successful completion of the EIB pre-employment screening


As the Office Administrative Assistant, internally referred to as Local Agent, you will provide secretarial support to the staff in the Office, ensuring the efficient organisation of the Representation, the timely completion of tasks and the achievement of objectives, and contributing to the organisational efficiency and performance of the Office.


You will report to the Head of Office and in cooperation with the EAR team at Headquarters, perform a wide range of administrative and coordination duties for the Office, in particular in the following areas:

Key Functions & Duties

Provide secretarial/administrative assistance in order to contribute to the effective day-to-day operation of the regional office and perform secretarial duties for the Head of the Regional Representation.

Manage incoming telephone calls, diary scheduling and all other logistical requirements (e.g. travel). Assist in the accurate preparation, finalisation and distribution of correspondence.

Respond to enquiries directed to the organisation and ensure allocation of the enquiry to the appropriate individual to handle the issue.

Ensure effective and accurate filing of electronic, hard copy documents, and other information for easy access and retrieval.

Input and maintain updated conference database, distribution lists, phone/address lists of products/contacts/customers and distribute documents to the team.

Perform basic information gathering

Assist in the preparation and logistical planning for various events (e.g. conferences, ceremonies, official visits and missions)

Resolve routine administrative issues

Daily updating of official agendas and diaries

Timely additions to and distribution of the weekly planner

Handle external telephone communication and receiving the Bank’s visitors

Efficient and timely organization of meetings – sending map and information to visitors, liaison with security staff, driver bookings for external meetings

In coordination with the concerned secretariat offices at headquarters efficiency in organising office staff missions, hotel and flights bookings as per EIB Travel Guidelines

Responsible for the travel arrangements, TA and expense reports of expatriates as well as the local team, if relevant

Assist in the preparation of communication activities: weekly newsletter, quarterly regional newsletter, special communication activities

In coordination with concerned secretariat offices at Headquarters, handling the processing of reports requested by Ministry of International Cooperation

Pro-active measures regarding repair/maintenance of office equipment and ordering and maintaining office supplies,

Success in keeping common work areas functional and well organised (e.g. photocopy rooms, meeting rooms, reception area)

Willingness to take on additional workload from other colleagues notably during absence/busy periods particularly in handling administrative matters such as petty cash and payments to suppliers during the absence of the office manager.


Secondary education (preferably university degree), in either administration, office management or related degree / diploma;

Minimum 3 years (ideally 5 years) of relevant experience in the field of office secretarial work and administration (preferably gained within international companies/institutional organizations).

Understanding and awareness of institutional and protocol arrangements with Egyptian administration and international partners

Excellent command of English and Arabic; knowledge of French is an asset

Computer literacy – proficiency in IT skills, use of MS Office;

Proficiency and ability to learn new software applications; Database management.

Fully conversant with general office duties of what is required in a professional office environment and have the technical capabilities to carry out such functions.


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كوبون خصم على كل مشترياتك من موقع نون مصر الكوبون : FA992

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