مساعد موظف للتنسيق الادارى
1-GENERAL PRESENTATION :
•Job title : Coordination Assistant
•Location : Cairo (Egypt)
•Report to : Country Coordinator
•Location : Cairo (Egypt)
•Report to : Country Coordinator
•General background :
Asmae is a French international solidarity NGO specialized in child development. Independent, non-religious and non-political, it is open to everyone.
Created in 1980 by Sister Emmanuelle following her experience with scavengers in Egypt’s slums, Asmae keeps on respecting its founder’s values and methods: listening and proximity, pragmatism, respect of the differences, professionalism and reciprocity.
Asmae’s action aims to support vulnerable children and their families through providing tailor-made and long lasting support to local stakeholders working on child education and protection.
Its vision, “A fair world which guarantees that children can live and grow with dignity within their environment, to become free women and men who contribute to society”, is broken down into four missions:
Created in 1980 by Sister Emmanuelle following her experience with scavengers in Egypt’s slums, Asmae keeps on respecting its founder’s values and methods: listening and proximity, pragmatism, respect of the differences, professionalism and reciprocity.
Asmae’s action aims to support vulnerable children and their families through providing tailor-made and long lasting support to local stakeholders working on child education and protection.
Its vision, “A fair world which guarantees that children can live and grow with dignity within their environment, to become free women and men who contribute to society”, is broken down into four missions:
o Stimulate child development through a global approach. To do this, Asmae also works on family support by taking their environment into account;
o Build the capacity of local stakeholders involved in child development, boost cooperation amongst them and maximize their social impact;
o Stand up for children by raising awareness and advocating;
o Experiment, disseminate and share practices.
o Build the capacity of local stakeholders involved in child development, boost cooperation amongst them and maximize their social impact;
o Stand up for children by raising awareness and advocating;
o Experiment, disseminate and share practices.
Nowadays Asmae supports education and protection projects through 64 local organizations in Burkina-Faso, Egypt, France, India, Lebanon, Madagascar, Mali and Philippines. Furthermore, in France, Asmae also directly manages a mother and childcare center.
•Asmae in Egypt background :
Asmae is registered under the Ministry of Solidarity since May 2015. Asmae promotes child education and care within two areas of intervention: the prevention of school drop-out and underperformance and the support to children with disabilities. Asmae is currently supporting eight Egyptian associations working in informal areas of Greater Cairo, in Alexandria and Arment (Luxor governorate). Asmae Egypt’ team is based in Cairo with four persons (two translators/interpreters, one Coordination assistant and one Coordinator).
2.MISSION
Consistent with Asmae’s specific values, mode of intervention and strategic orientations and under the supervision of Asmae’s Coordinator in Egypt, you contribute to the implementation of Asmae’s means of intervention and ensure the operational management of Asmae’s office regarding activities related to HR management, general services and administrative procedures implied by the Egyptian regulatory framework.
In addition, you facilitate the relations with the partners and support the Coordinator in the supervision of the Security Plan.
In addition, you facilitate the relations with the partners and support the Coordinator in the supervision of the Security Plan.
3.RESPONSABILITIES
3.1.Management and coordination of administrative activities and supervision of general services
3.1.1.Ensure the administrative management of Asmae’s office in Egypt:
•Oversee contracts translation, signature and archiving (consultancy contracts, services contracts, lease contracts, etc.)
•Create the necessary procedures related to official acts (office registration, renewal, others): translation follow-up, proof-reading, creation of certifications
•Assist the Coordinator when dealing with national authorities
•Create the necessary procedures related to official acts (office registration, renewal, others): translation follow-up, proof-reading, creation of certifications
•Assist the Coordinator when dealing with national authorities
3.1.2.Ensure national HR management:
•Pay the national staff salaries
•Follow-up national staff salaries (salary slip and salary advance) as well as their leaves
•Proceed to the reimbursement of national staff professional expenses (transportation, communication, training)
•Archive the HR supporting documents (job description, salary slip, leaves follow-up, annual evaluation, etc.)
•Proceed to the payment of employment costs (according to the legislation) and other social costs (such as the medical insurance) to the competent authorities
•Support the Coordinator in the operational translation of the salary policy
•Support the Coordinator in both internal and external relations related to HR management
•Follow-up national staff salaries (salary slip and salary advance) as well as their leaves
•Proceed to the reimbursement of national staff professional expenses (transportation, communication, training)
•Archive the HR supporting documents (job description, salary slip, leaves follow-up, annual evaluation, etc.)
•Proceed to the payment of employment costs (according to the legislation) and other social costs (such as the medical insurance) to the competent authorities
•Support the Coordinator in the operational translation of the salary policy
•Support the Coordinator in both internal and external relations related to HR management
3.1.3.Supervise the general services
•Support the coordination in the identification of new office facilities, gather the costs and conditions
•Organize a potential relocation of the office
•Create a logistic inventory of the office equipment and supplies and immobilizations
•Identify the required maintenance and contact service providers
•Follow-up the computer park
•Oversee staff travels outside Cairo (mode of transportation, etc.)
•Buy office equipment and supplies
•Support in the organization of events (partners networking, partners meetings, trainings, seminaries, etc.)
•Organize a potential relocation of the office
•Create a logistic inventory of the office equipment and supplies and immobilizations
•Identify the required maintenance and contact service providers
•Follow-up the computer park
•Oversee staff travels outside Cairo (mode of transportation, etc.)
•Buy office equipment and supplies
•Support in the organization of events (partners networking, partners meetings, trainings, seminaries, etc.)
3.2.Contribution to the implementation of Asmae’s means of intervention
•Support in gathering partners’ narrative and financial reports
•Support the Coordinator in archiving projects documents archiving (projects contracts, partnership convention, reports, pictures, etc.)
•Support the Coordinator in the implementation of a partners meetings timetable
•Consolidate information related to sponsored children
•Consolidate and share reports and other documents of the concerned partner
•Ensure the communication between the association/the children and the sponsors
•Assist the Coordinator in sharing communication tools to Asmae’s sympathizers
•Contribute to the animation of team meetings
•Support the team in organizing meetings/trainings with the partners (at the office or outside)
•Ensure the respect of the Security Plan in the absence of the Coordinator
•Support the Coordinator in archiving projects documents archiving (projects contracts, partnership convention, reports, pictures, etc.)
•Support the Coordinator in the implementation of a partners meetings timetable
•Consolidate information related to sponsored children
•Consolidate and share reports and other documents of the concerned partner
•Ensure the communication between the association/the children and the sponsors
•Assist the Coordinator in sharing communication tools to Asmae’s sympathizers
•Contribute to the animation of team meetings
•Support the team in organizing meetings/trainings with the partners (at the office or outside)
•Ensure the respect of the Security Plan in the absence of the Coordinator
3.3.Support the Coordinator in the development of the office institutional actions
•Support the Coordinator in creating and sharing communication tools (newsletter, annual report, calendar, etc.)
•Support the Coordinator in organizing communication events (awareness campaigns, ceremonies, iftar, etc.)
•Support the Coordinator in the communication with media (local media, contacts, appointments management, etc.)
•Support the Coordinator in identifying potential donors (foundations, individual donations, private organizations, etc.)
•Produce the weekly report
•Support the Coordinator in organizing communication events (awareness campaigns, ceremonies, iftar, etc.)
•Support the Coordinator in the communication with media (local media, contacts, appointments management, etc.)
•Support the Coordinator in identifying potential donors (foundations, individual donations, private organizations, etc.)
•Produce the weekly report
4.REQUIRED PROFILE
Knowledge and experience:
•Degree(s) in the field of administration and/or management
•5 years of experience in administration or management within NGOs
•Proficiency in English (written and oral)
•Proficiency in the MS Office Suite
•Proficiency in French (oral) considered an asset
•5 years of experience in administration or management within NGOs
•Proficiency in English (written and oral)
•Proficiency in the MS Office Suite
•Proficiency in French (oral) considered an asset
Interpersonal skills:
•Excellent organization skills
•Autonomy and rigor
•Attention, patience and diplomatic skills
•Dynamism and resourcefulness
•Good team member
•Stress resistant
•Autonomy and rigor
•Attention, patience and diplomatic skills
•Dynamism and resourcefulness
•Good team member
•Stress resistant
HOW TO APPLY:
5.PRACTICAL INFORMATION
Duration of the mission: 5 months (maternity leave replacement)
Starting date: October 2016
Working time: part time (65%, i.e. 121 worked hours/month)
Contract: under Egyptian Labor code contract;
Salary: 4875-5200 Egyptian pounds, according to experience (net salary)
Other advantages: health insurance provided for the candidate and its relatives
Starting date: October 2016
Working time: part time (65%, i.e. 121 worked hours/month)
Contract: under Egyptian Labor code contract;
Salary: 4875-5200 Egyptian pounds, according to experience (net salary)
Other advantages: health insurance provided for the candidate and its relatives
Conditions
The position is based in Cairo.
The position requires frequent travels inside Greater Cairo and Upper Egypt.
The office working languages are French, English and Arabic.
The position is based in Cairo.
The position requires frequent travels inside Greater Cairo and Upper Egypt.
The office working languages are French, English and Arabic.
How to APPLY? :
Candidates should send a detailed resume as well a cover letter in English or in French to the following email address : egypte@asmae.fr with the following reference : AS-ASSCOORDO-Egypte 2016, no later than November 25th (midnight, Cairo time)