Job Description
The European Investment Bank - EIB is currently recruiting for the role of Office Administrative Assistant
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
Duties and Responsibilities
Your main responsibilities in this role include the following:
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.
Job Requirements
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.
Job Details
Company: European Investment Bank - EIB
Employment Type: Full-time
Job Location: Cairo, Egypt
