Administrative Officer

Position Information 

Organizational Context

The Danish Egyptian Dialogue Initiative (DEDI) is an intergovernmental initiative established through an agreement between the Danish and Egyptian Foreign Ministries with a strong dialogue mandate under the Danish Arab Partnership Programme (DAPP). DEDI is headed by a Coordinator who is the main responsible for all activities of the Initiative.

DEDI’s core mandate is to promote cultural understanding between Denmark and Egypt.

DEDI works with a broad range of governmental and civil society partners to create long-lasting networks and co-operation between Egyptian and Danish partners.

DEDI’s projects and activities are focusing on three programme areas:

• Civic Participation
• Arts & Culture
• Media

Functions and Key Results Expected

The Administrative Officer at DEDI is a member of the Initiative’s Finance and Administration Team. The team consists of a Head of Finance and Administration, a Finance Manager, an Administrative Officer, an Office Assistant. The core tasks of the team include finance, accounting, payments, procurement, security, contracts, agreements, physical premises, travel arrangements, equipment, stationary and other work tools.

The Administrative Officer refers to the Coordinator of the Initiative with regards to general employment conditions and to the Head of Finance and Administration with regards to the daily work. The job as Administrative Officer includes, but is not necessary limited to, the below tasks and responsibilities:

1. Travel Arrangements/Meetings:

• Make travel arrangements including hotels, flights and/or train tickets reservations for staff, participants, Advisory Group and guests.
• Arrange visa appointments and required papers including travel insurance for staff, participants, Advisory Group and guests.
• Assist in preparing internal (booking the meeting room + ordering food) and external meetings for all projects, including quotations from hotels, arranging catering and required equipment.
• Handling all related invoices, revise it and submit it to Finance

2. Human Resources Administration:

• Keep an up-to-date record of the annual/sick leave of all staff.
• Preparing monthly timesheets for staff’s attendance.
• Administer medical claims for the Initiative’s staff.

3. Reception work:

• Receiving guests and visitors and informing staff of the arrival of their visitor. Answer, forward, and take messages for incoming telephone calls in Arabic and English.
• Regularly checking email box for the account info@dedi.org.eg and taking all the necessary action.
• Ensure that all incoming correspondence to the Initiative and outgoing official correspondence (emails, letters and other documents) are forwarded internally and filed properly.

4. Administration:

• Acting as Delegate of DEDI with the Telecommunication Company (Orange).
• Handling shipments (International and Local).
• Responsible for the office printing material.
• Managing the inventory of stationary.
• Prepare staff meetings & take minutes of staff meetings and when otherwise required.
• Supervising Office Assistant in regards to maintaining stock of the supplies needed.
• Perform other tasks as requested by the Coordinator of the Initiative on an ad hoc basis.

Qualifications and Requirements

• Bachelor degree in a related field.
• Minimum of 5 years of progressively responsible experience in the area of the administration work, and extensive experience in flight and hotel reservations and event management.
• Strong communication and reporting skills;
• Diligence and paying strong attention to details
• Readiness and skills to work in close cooperation with all employees;
• Fluency in both spoken and written English and Arabic is a must;
• Strong computer skills (Word, Excel, PowerPoint…etc.).