EMEA Consultancy is an independent, Private, (inter)national consultancy and project management firm specialized in human capital development, Vocational Education & Training (TVET), and career guidance maintaining gender equality in developing countries and economies in transition. 
We believe that every human being has the unconditional right to suitable education and that learning does not end after initial education. People should develop their competencies daily in a formal or non-formal manner.
 
Our Clients
ُEMEAC’s clients are a vast spectrum of international service providers, international expertise centers, governments, labor market stakeholders, national and international financing institutions, donor agencies, public institutions, and private customers.
 
Our Mission
It is to enable people to develop and enhance their competences and help to strengthen Technical Vocational Education and Training (TVET) in developing countries and economies in transition in the Middle East and Africa.
 
Our Goal
Is to support the modernization movement of TVET and to enhance youth employability in the Middle East and in Africa, conjointly inside and separate from formal educational structure, including learning through On the Job Training and/or the apprenticeship system.

Description of the position:    

The Office Manager will organize and coordinate all office administration and procedures  in order to ensure organizational effectiveness, efficiency and safety , Experienced in handling a wide range of administrative and executive support related daily tasks and able to work independently with little of supervision.

Primary objectives:    

The primary objectives are to lead Marketing, Administrative, Human resource and Financial activities. 

Major area of responsibility:    

1. The Office Manager ascertains that all routine processes are executed in due time and according to weekly task list assigned by his senior manager. 
2. The Office Manager is responsible for developing out and intra-office communication protocols and streamlining administrative procedures.

Specific job responsibilities:    Administrative Tasks: 

1. Develop, update and maintain an overview of all Educational Development Projects in the    Middle East and Africa, related to our scope of services;
2. Develop and update an overview with: all development programs in each European country, programs through the European Union, USA Aid, UN and Arab governments, Arab donors, labor market parties, (inter)national financing institutions, donor agencies, public institutions and private customers;
3. Actively search for new tender opportunities in the Middle East and Africa;
4. Establish and maintain DEP records and filing system for all relevant Finance and HR data;
5. Responsible for the filing of project related documents and data (e.g. reports, ToR  of expert visits, T&L materials used during workshops and training sessions of experts);
6. Request pro forma invoices from suppliers for any materials needed for the daily use;
7. Participate in Management meetings and prepare the minutes and the meeting agenda;
8. Act as the contact person in or out  DEP Office for the associated consultants, companies and project stakeholders;
9. Takes care of copying and binding of relevant (project) documents;
10. Carrying out planning and execution of equipment procurement, repair, layouts and office systems; 
11. Assist project teams in timely completion of projects;
12. Assists in final lay – out of (project) documents and similar;
13. Assists in Design and preparing of All marketing and Promotional Materials, Flyers , brochures and all Office Printing materials and responsible on final acceptance of all printings;  
14. Monitor and maintain office supplies inventory;
15. Prepare weekly and/or monthly and/or yearly workplan in cooperation with DEP Managers;   
16. Developed for all new upcoming tasks related to business Development.  

Marketing tasks:

1. Developing the marketing strategy with the Senior management team for DEP in line with DEP’s objectives;
2. Responsible for creating PowerPoint slides and making presentations;
3. Attending outdoor meetings and Conferences to promote DEP’s Services;   
4. Updating website Pages and Updating LinkedIn;
5. Answering LinkedIn questions;
6. Interacting with consumers via social media and  LinkedIn;
7. Electronic  Marketing and Promotion of  DEP’s Services;   
8. Analysis and reporting of all marketing activities.

HR related task:

1. First contact for staff in case of issues relating to the administration of staff payments and similar;
2. Is responsible for the filing of HR data and documents;
3. Updates the HR records of DEP’s associated consultants e.g. relating to data such as address, phone numbers, and similar;
4. Prepare and Select travel options, book tickets and arrange transportation for consultants and DEP relations upon request and approval by his senior manager;
5. Responsible for recruiting staff for the office and providing orientation and training to new employees;
6. Ensure top performance of office staff by providing them adequate coaching and guidance;
7. Coordinate office staff activities to ensure maximum efficiency;
8. Evaluate and manage staff performance.

Finance related tasks:

1. Manage the daily financial and facilities matters;
2. Filing all financial documents, payment of allowances and similar;
3. Prepare the monthly salary payment overviews for DEP consultants;
4. Administering payrolls and controlling income and expenditure;
5. Keeps record of all invoices;
6. Responsible for ensuring office financial objectives are met by preparing annual budget for the office, planning the expenditures, analyzing variances.

Reports to:    

The Office Manager reports directly Eng. Mohamed Abdel Aziz with all day-to-day issues. In regard to any technical and project related matters, the office manager will report to Eng. Mohamed Farid and/or Dr. Ibrahim Attia. 

Required knowledge, skills, abilities: 

1. Be trained and have experience in office management;
2. Excellent time management skills and ability to multi-task and priorities work;
3. Skilled user of MS-Office;
4. Good communication skills;
5. Good command of the English language;
6. Team player; 
7. Attention to detail and problem solving skills;
8. Strong organizational and planning skills;
9. Knowledge of human resources management practices and procedures;
10. Knowledge of Marketing and presentation skills;
11. Knowledge of accounting, data and administrative management practices and procedures;
12. Knowledge of business and management principles.

Education and previous experience:

1. Degree / diploma in Business or Office Management.
2. Minimum 4 years’ experience in Office Management.
3. Minimum 5 years’ experience in Marketing.