Office Administrator

Job Description

POSITION TITLE: Office AdministratorREPORTS TO: International Support ManagerHOURS OF WORK: 25.5 hours to 37.5 hours per weekSALARY GUIDELINE: EGP 28,560 - EGP 42,000 (depending on hours and experience)THE OPPORTUNITYIL Egypt (as part of the ILM Group) has an exciting opportunity for you to join our team as the? Office Administrator in our office at West Bank, LuxorROLE PURPOSE:ILM Group is seeking an Office Administrator to coordinate our new branch in Egypt. This position will provide an opportunity to implement the principles of humanitarian and human rights through our current social care services and the upcoming projects that you will support to develop.This role is directly managed from the ILM UK office through remote working. The ILM Egypt Administrator will report to both The International Support Unit Manager at ILM UK and the ILM Egypt Board. This role entails the overview of Care and Support centres for children and at-risk adults with supporting needs such as learning disabilities, autism spectrum, down syndrome, cerebral palsy, and other physical impairments.ILM GROUPInternational Learning Movement is a formal network of organisations that share the same vision, mission and values to tackle development needs and eradicate poverty worldwide. This partnership with headquarters in Asia, Africa and Europe forms the ILM Group. Following international development and humanitarian sector standards, International Learning Movement is committed to supporting children and at-risk adults when they need it the most.In order to continue expanding our work and reaching more people, one of ILM Group headquarters has recently been set up in Egypt, currently managed by the Chair of the board/trustee.JOB SPECIFICS

1. ADMINISTRATION AND FINANCIAL MANAGEMENT:

• Plan and review the progress of projects and services, including financial management, at regular intervals (monthly, quarterly, and annually).
• Ensure the ILM office under your direction work in line with the programme strategy.
• Develop effective models and tools to enable planning and writing of project proposals that comply with the ILM guidelines and standards.
• Provide timely feedback to the fundraising department, supporters, and stakeholders, particularly during emergency response, seasonal periods, or any specific campaigns.
• To be versed and familiar with existing changes within the required standards and regulations for INGOs / humanitarian relief, development agencies and local laws (CHS).
• Develop and implement the offices annual budget to ensure it is in line with the Organisations financial procedure.
• Carry out the financial transactions received by the ISU and by ILM partners in accordance with the funding agreements and budgets.
• Secure budgetary control of the projects and services according to ILMs financial procedures guidelines.
• Prepare an annual budget for core costs and identify funding to cover costs in collaboration with the ISU.

1. LINE MANAGEMENT:

• Produce project plans, budgets, and new policies.
• Present feedback and financial reports to ISU Manager and Board on a monthly, quarterly, and annual basis.
• Provide regular one-to-one (supervision) to the relevant employees, ensuring that you adhere to ILMs annual appraisal framework.
• Ensure that quality staff are recruited, inducted, and retained according to in-country guidelines and ILM policy and procedures.
• Ensure all policies, guidance notes and procedures, including a handbook for national staff, are updated and implemented on a regular basis.

1. HUMANITARIAN RESPONSE:

• Implement a strategy to deliver rapid emergency responses during disasters and humanitarian crises.
• Support the Emergency team in identifying relevant stakeholders for the Emergency Programme (UN, NGOs, donor agencies, private sector)
• During emergencies, actively encourage the partners to increase collaboration with agencies, UN Institutions, Donors, Trusts, Foundations, Campaigners and Standardization Organisations.

1. PROJECT MONITORING, EVALUATION, ACCOUNTABILITY AND LEARNING (MEAL):

• Assist in developing a regular monitoring and data collection process of all ILM project.
• Ensure effective regular monitoring of international programs to evaluate the impact and direction of the programmes.
• Ensure MEAL recommendations are implemented to improve the delivery of programmes and projects.
• Share recommendations based upon MEAL with ILM UK.

1. RISK MANAGEMENT AND SECURITY

• Ensure that there is an adequate analysis of the risks which could impact ILMs operations in the country under your management and evaluate the risk-taking approach of the Country Office.
• Ensure the development of a clear Risk Statement for the Country Office identifying risks specific to achieving ILMs objectives and the likelihood of such risks impacting the work of ILM
• Maintain an overview of the political and security context, noting how developments may affect programme work, and ensure regular reporting to the UK office on these matters.
• Ensure that the County Office security manual is developed and updated regularly in accordance with the security situation in the country and in different regions of the country.
• Ensure that the health and safety policy is regularly reviewed and all staff are aware of this policy and follow its guidelines.

8. COMMUNICATION

• Enhance ILMs reputation and brand through maintaining positive relationships with other stakeholders, including government, donors, UN bodies, other INGOs, and local NGOs.
• Represent ILM externally and internally, and communicate ILMs work in the country under your management externally and internally. .
• Facilitate and provideReviews,reports,documents,including video documentaries and the ILM website.

9. SAFEGUARDING

• Responsible for the implementation of the Global Safeguarding Policy.
• Promote a culture where safeguarding is prevalent at all levels and in all programmes and activities.
• To champion safeguarding as a primary consideration in decision-making processes, including strategic.
• To ensure safeguarding practice is reviewed and maintained across the Organisation.

Responsible for the operational management of allegations and disclosures, including coordination with supporting bodies and sign-posting to relevant organisations.10.GENERAL RESPONSIBILITIES

• To demonstrate ILMs values and ethics in their own working practices, approach, and conduct.
• To support fundraising activities when required.
• To undertake any reasonable responsibilities as required by ILM Group.
• To promote and adhere to all ILMs Policies, Procedures and Professional Practices

• This is illustrative and non-exhaustive in scope. The post-holder may be required to undertake any reasonable tasks as and when required by Line Manager from time to time to reflect the changing needs of the Organisation

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