Administrative Assistant/Front Desk

International Center for Agricultural Research in the Dry Areas (ICARDA)

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 motor pool 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 bio-monthly and prepare a monthly expense report for the Finance Department.