Projects Administrative Assistant

REPORTS TO: Chief of Support (CSP)

Job Summary: 

Provides executive, administrative and communications support to the Chief of Support (CSP) and Deputy Chief of Support (DCSP). 

The Projects and Administrative Assistant is also responsible for consolidation of the CSP TDY budget; coordinates all official travel for key branch personnel, manages CSP-specific projects; serves as single point of contact for all external requests to the CSP Branch.

Responsibilities:

1. Ensures effective and efficient functioning of the Office of the Chief of Support and Deputy Chief of Support:

• Manage the CSP and DSCPs schedules/calendars. 
• Manage meetings including; preparation of minutes, actions to be taken and tracking of progress on planned issues.
• Screens all incoming and outgoing communications.
• Adheres to appropriate protocols and MFO regulations.
• Coordinates information flow in the office and disseminate corporate and interoffice communication to staff as required.
• Researches, obtains and ensures the CSP and DCSP requirements for background materials for briefings, meetings, official visits and appointments are met.
• Drafts routine correspondence.
• Maintains Teams’ status reports, best practices, lessons learned, publishing on Branch intranet.
• Acts as Branch information management focal point. Work closely with the Force Information Manager to update MFO SharePoint
• Screens all incoming calls and visitors.
• Administration of travel, meetings, appointments, and briefings of CSP and DSCP. 
• Proper inventory control and issuance of inventory items and supplies.
• Analyzes SAP data and reports ensuring accuracy and compliance relevant regulations.
• Prepares monthly documents and reports as required by the Force Fleet Manager.
• Maintains Branch key personnel leave and duty schedules. 
• Liaises with Force Finance Office regarding the CSP Branch bills.
• Drafts text for various awards for submission to the MFO awards program.
• Maintain Force Standing Operating Procedures (FSOPs) for the Support Branch. 
• Occasionally conducts investigations for review.
• Serves as the point of contact for personnel and security related events. 

2. Manages CSP TDY Budget:

• Prepares, monitors, and reports on the CSP Branch TDY Budget. 
• Assists CSP section heads in the preparation of their annual TDY budget submittals. 
• Liaise with the Force Finance Officer on CSP budget issues to ensure compliance with MFO regulations. 
• As the Budget Line Manager (BLM), reviews and monitors travel authorizations, documentation, and payments. 

3. Undertakes various special projects as required to include but not limited to: 

• Administrative and logistical support for special events. 
• Coordinates weapons and ammunitions deliveries from the respective countries of each contingent. Work with MFO IL to obtain any/all necessary clearances and MFO CA for the 4DE customs documentation.
• Coordinates visits of VIPs to North/South Camp. Support to include, but not limited to develop and approve itineraries, coordinate travel, and secure lodging.
• Performs additional duties as appropriate or as requested by the CSP and DCSP. 

MINIMUM QUALIFICATIONS, EDUCATION AND EXPERIENCE 

Education:

• Completed higher secondary education (high school diploma or equivalent), is required. University degree in Business Administration, Humanities or related field is desirable. 

   

Experience:

• Minimum 5 years of progressively responsible administrative or project management support experience preferably in a military, governmental or multinational organization setting. 

Knowledge, Skills, Abilities:

• Manages sensitive information appropriately and maintain confidentiality
• Must be computer literate with a high degree of proficiency in current, common software packages, to include the full Microsoft Office Suite. 
• Experience working with SAP ERP or comparable ERP system.
• Excellent interpersonal, oral and written communication skills with the ability to work effectively with internal and external constituencies.
• Position requires a high level of attention to detail and ability to track multiple projects simultaneously.
• Ability to be able to prioritize and work independently. 
• Strong organization skills with the ability to de-conflict multiple competing priorities, deadlines, and organizational regulations. 

Languages:

Fluent in written and spoken English. Knowledge of an additional MFO official language would be an asset.

 Additional information:

• For more information on salary and allowances, please follow this link: https://mfo.org/employment.
• All applicants are required to complete an on-line profile to be considered for this post.
• Only those applicants who are selected to participate in the subsequent stages of recruitment will be contacted.
• MFO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training, or any other fees).
• Please note that the closing date for this vacancy announcement is Thursday, 9 December 2021 (midnight Egypt time).