Reports to: Travel and Administrative Officer
Location: Cairo, Egypt
Main purpose of the position
The Administrative Assistant will provide clerical and administrative support to ensure the smooth functioning of the Cairo Office. The role focuses on front desk operations, routine office administration, logistical coordination, and basic support for meetings, travel, and office supplies. The position requires good organizational skills, attention to detail, and the ability to follow established procedures accurately.
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About ICARDA
The International Center for Agricultural Research in the Dry Areas (ICARDA) is a treaty-based international non-profit research organization supported by CGIAR.ย
ICARDA's mission is to reduce poverty and enhance food, water, nutritional security, and environmental health in the face of global challenges, including climate change. We do this through innovative science, strategic partnerships, linking research to development, and capacity development that consider gender equality and the role of youth in transforming the dry areas. ICARDA works in partnership with governments, universities, civil society, national agricultural research organizations, other CGIAR research centers, and the private sector. With its temporary Headquarters in Beirut, Lebanon, ICARDA operates in regional and country offices across Africa, Asia, and the Middle East. For more information: www.icarda.org.
Main responsibilities
Front Desk:
Office Administrative Support:
Processing travel and office related invoices (airline tickets, utilities, couriers, hotels, taxis, etc.) in the UBW Payment System. Supportย theย collectionย andย submissionย ofย monthlyย motorย poolย chargebacks and overtime records for drivers and attendants. Coordinate with the travel agency and transportation vendors to reconcile monthly travel reports and statements of work. Monitor stock levels of office and kitchen supplies and prepare requests for replenishment. Act as the primary contact for Goods Receipt Notes (GRN) for all Purchase Orders related to travel, training, workshops, petty cash, and payments above/below USD 1,000. Liaise with mobile service providers (Vodafone and Orange) for SIM card/4G line activationย or deactivation,ย submitย monthlyย billsย inย the system,ย andย coordinate payments with the Finance Department. Maintain and regularly update the database of staff allocated official mobile SIM cards or Wi-Fi devices, ensuring accurate records are kept.Event & Meeting Support:
Provide logisticalย supportย for meetings, workshops, training sessions, and other events organized at the office location or outside office such as hotels.Finance & Petty Cash support:
Maintain the petty cash for the Maadi office and hosted centers\u2019 apartments and prepare weekly advances for drivers\u2019 vehicle-related expenses. Submit petty cash invoices bio-monthly and prepare a monthly expense report for the Finance Department.Requirements
Education, qualifications, and experience
Bachelor\u2019s degree in Business Management, Administration or equivalent. Minimum of 2 years\u2019 experience in administrative support. Proficiency in MS Office (Word, Excel, PowerPoint) and ability to use corporate systems (UBW). Good command of written and spoken English and Arabic. Excellent organizational and time management abilities, with demonstrated skills in prioritizing tasks effectively.Benefits
Terms of appointment, salary, and benefits
This is a nationally recruited staff position open for Egyptian nationals for which ICARDA offers an attractive compensation package including a competitive salary, medical insurance, 30 days of annual leave, five months\u2019 maternity leave, 15 days\u2019 paternity leave. The successful candidate will be offered an initial contract of 3 years, renewable subject to continued need for the position and satisfactory performance. The first year will be a probationary period.
Please be advised that ICARDA accepts applications only in English, as per the organization's standard communication language. Applications in other languages will not be considered.
Only shortlisted candidates will be contacted.