Field Admin Assistant
Esna Field Office, Luxor, Egypt
Thursday, January 19, 2023
About the job
Takween is implementing a project in Esna, “Visit Esna”. This project’s objective is to put Esna on the tourist map through several conservation, marketing and economic interventions.
This position is characterized by the performance of a variety of administrative and office support duties. The field Admin Assistant provides administrative support to project administration and project management. Maintains neat, orderly, complete documents and project files. The Field administrative assistant will be responsible for facilitating, reporting, and analyzing projects and all relevant documents under the supervision of a project administrator.
Positions require knowledge of organizational and departmental policies and procedures in order to communicate information involving programs, functions, and services. The range of duties includes, but is not limited to, collecting and verifying data, summarizing and reconciling information or financial data, records management, review and processing, research and inventory.
Key Result Areas
Assists with Project Administration and Technical Department by performing the following:
Aid in the preparation of project proposals, invoices, and relevant project documentation.
Maintain accurate records of all information related to projects for documentation, clarification, and presentation to management.
Liaise with clients to identify and define project requirements, scope and objectives.
Assist in monitoring and tracking project progress, scheduling, and project status.
Offer general assistance to Project Administrator as needed.
Provide support with miscellaneous data entry.
Answer phones in a professional manner, and routing calls as necessary.
Handle a variety of administrative support tasks, receiving visitors, preparing meeting and training rooms, sorting and distributing mail.
Work with technical and support staff to ensure smooth administrative processes.
Arrange all project transport needs for workshops, meetings and site visits
Maintain the project library, setting up new files as necessary and ensuring that documents are filed appropriately on a regular basis.
Assist the Senior team with drafting and typing routine correspondences.
Maintain filing and other office systems.
Assists in preparing programs for visitors, including hotel bookings, airport transfer, ticketing etc.
Support in arranging travel schedules and related logistics, together with expense claims for staff
Maintains office environment and stationary supplies with appropriate records
Liaises with the appropriate units for repair, supply and maintenance of office facilities
In liaison with the procurement officer, assist with completing procurement forms – procurement requests, purchase orders
Assists in processing financial requests- payment requests, travel advance, petty cash etc.
Bachelor’s degree in related field.
Based in Esna and Office Support / Must be from Esna
Minimum of 3 years of administrative support experience, experience with USAID-funded programs will be an advantage.
Excellent organizational skills and attention to detail, ability to prioritize and manage multiple tasks.
Excellent written and oral communication and interpersonal skills.
Consistent, professional dress and manner.
Excellent written and verbal communication skills.
Competency in Microsoft applications including Word, Excel, and Outlook.
Good time management skills.
Experience with administrative and clerical procedures.
Able to contribute positively as part of a team, helping out with various tasks as required.
Applied Knowledge & Skills
Demonstrates basic understanding of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities.
Uses established filing and data systems, functions, and/or procedures that require knowledge of the program.
Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
Understands software used to perform day-to-day functions.
Uses basic office software programs, information systems, and office equipment to access, input, and verify standard information.
Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines.
Utilizes program specific terminology.
Gathers readily available information from office records to drafts e-mails, memos and other documents.
Proofreads documents for grammar, spelling, punctuation, and basic formatting.
Provides answers to requests for general information.
Records and documents information accurately.
Problem Solving & Impact:
Identifies and recognizes problems that have established limited impact.
Refers non- standard questions and problems to higher levels.
Errors can be easily and quickly detected within the immediate work unit and would result only in minor disruption or expense to correct.
Technology to be Used
Personal Computer, Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), e-mail, telephone, printer, calculator, copier, cell phones, and other hand held devices
Ability to work under high pressure and carry out multi-tasks in simultaneous projects;
Self-motivation and willingness to learn;
Creativity and ability to seek and explore innovative solutions;
Teamwork abilities and work collaboratively with other stakeholders and staff members;
Strong planning and organizational skills;
Accountability and high commitment to the company’s quality standards and code of ethics;
The Field Admin Assistant will work in Esna Field Office.
Takween Integrated Community Development (Takween) is an urban development firm established in 2009 in Egypt by a dynamic team with extensive experience, in response to a foreseen growing demand for innovative urban solutions in a world where it is predicted that by 2030, 60% of the world’s inhabitants will be living in urban centers. Takween specializes in the development of integrated packages in urban development services and solutions to support and complement efforts of tackling urban challenges. Takween provides project planning, design, and implementation services to a range of local and international clients. Takween fields of interventions include integrated urban development and upgrading, heritage management and conservation, community development and mobilization, participatory design and planning, and construction activities.