Administrative Assistant- Banking

Job DescriptionCreate Jira tickets timelymaintain incoming/outgoing correspondences logact as the focal point for all incoming and outgoing correspondencesmaintain an updated indexing logTake ownership of the monthly Jira indexing report submission and statusmaintain a virtually updated and secured archive folderLead relations with the different stakeholders including but not limited to;Establish and maintain relations with the different MDBs protocol focal pointsEstablish and maintain relations with the protocol focal points in different diplomatic entities in the development sectorEstablish and maintain relation with the protocol focal points in different ministries and embassies as per the work needsMaintain contact list for protocol FPsEffective follow up of the laws and protocols of work relevance including but not limited to;Follow up and stay updated with the changes in laws of custom clearances, MoFA,MoPED,…etc.Follow up and stay updated with the changes in protocols of relevance to the office workCommunicate those updates to HoALead the process of Visa and Permits issuance including but not limited to;Undertake the process of new joiners’ visa and permits issuanceUndertake the renewal of existing visa and permits for the staff and their dependentsUndertake the issuance of visas and permits for business missionsLead the process of facilitating for any mission visiting the hubUndertake facilitation at airport for the different events and delegationsLead on the needed work with the different governmental bodies including but not limited to;Undertake any tasks of relevance to customs clearanceCoordinate for the renewal of the different office documents (taxes, customs…...etc.)Facilitate as needed for workshops, conferences, IsDB day or any event intended by the hubMaintain and update vehicle related documents including the preparations and submission process of issuance / renewal of visa/car license/custom clearanceEffective and timely documents monitoring including the establishment of a system for monitoring renewal of visa/licenses…. etc. for the staff and the HubProvide efficient support for the different hub events (meetings, workshops, weekly team meetings, missions, retreats…...etc.) including but not limited to;provide logistical support for all team's missionsMaintain updated inhouse events calendarMaintain updated hub's events calendarLead logistical arrangements for upcoming events inside Egypt (inside and outside the hub)Applying approved procedures and policies while maintaining stakeholders’ relations including but not limited to;Applying approved procedures while performing day to day tasksEstablish and Maintain relations with the different HQ departments/focal points involved in day-to-day tasks processAwareness of the approved policies and proceduresPR and SES without errorsMaintain relations with vendors and service providersMaintain administrative work needed for smooth office functioning including but not limited to;Maintain updated staff list and leave monitoring logsMaintain updated record and ensure continuous supply of the different office consumables (kitchen, water, and stationery)Provide the needed support and knowledge sharing for the hub's staffMaintain roasters of high-level partners and their contact informationLead office maintenance tasks and inhouse works with minimal work interruptionsResponsively act on any adhocs or bottlenecks obstructing the work at officeMaintain and timely update vehicles' logs while managing vehicles and drivers’ daily schedulesManaging and reporting on petty cashFollowing up on RHC email and being responsible for incoming/outgoing correspondences through itUndertaking receiving, revising, and tracking invoices and payments' statusActing on procurement tasks securing smooth office operations including but not limited to;Undertaking vendors relations, follow up and evaluationUndertaking the process of vendors registrationAct as focal point for vendors relationsLead on the annual hub's giveaways production and disbursement to partner and stakeholdersAct as focal point with Cigna while managing and administrating the hub's accountLead on the construction of hotels and media services companies database and registrationManaging and administrating assets management including but not limited to;undertaking listing and coding of the hub's assetsTimely updating assets logundertaking the annual assets reporting/countFacilitate the requests of the hub's team for assets selling exchange or maintenance