Administrative Assistant/Front Desk

CGIAR System Organization; Montpellier; Sur place; EUR 20 000 - 40 000; Plein temps

Résumé du poste

An international research organization seeks an Administrative Assistant in Cairo. The role involves providing clerical and administrative support for office operations, managing front desk duties, and ensuring timely processing of travel and office-related invoices. Qualified candidates should have a Bachelor’s degree in Business Management, at least 2 years of experience, and proficiency in MS Office and both English and Arabic.

Prestations

Competitive salary

Medical insurance

Annual leave

Maternity and paternity leave

Qualifications

• Minimum of 2 years’ experience in administrative support.
• Proficiency in MS Office (Word, Excel, PowerPoint).
• Good command of written and spoken English and Arabic.

Responsabilités

• Provide clerical and administrative support to ensure smooth office functioning.
• Operate as front desk focal point, handling calls and visitors.
• Process travel and office-related invoices.

Connaissances

Organizational skills

Attention to detail

Time management

Proficiency in MS Office

Communication skills in English and Arabic

Formation

Bachelor’s degree in Business Management or Administration

Outils

UBW Payment System

Description du poste

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.

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.

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

• Operate as the front desk focal point, including handling all incoming phone calls and welcoming visitors and staff.
• Oversee incoming mail and courier deliveries, maintaining a reliable tracking system.
• Provide assistance in organizing and tracking meeting room reservations at the office.

Office Administrative Support

• Processing travel and office related invoices (airline tickets, utilities, couriers, hotels, taxis, etc.) in the UBW Payment System.
• Support the collection and submission of monthly motorpool 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 activation or deactivation, submit monthly bills in the system, and 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 logistical support 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’ apartments and prepare weekly advances for drivers’ vehicle-related expenses.
• Submit petty cash invoices bi-monthly and prepare a monthly expense report for the Finance Department.

Requirements

Education, qualifications, and experience

• Bachelor’s degree in Business Management, Administration or equivalent.
• Minimum of 2 years’ 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.

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’ maternity leave, 15 days’ 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.