Senior Specialist, Finance and Administration, University Center for Career Development, Grant Position

Reports to: Manager, Finance and Administration

Purpose: The job holder is responsible for providing a wide range of finance and administrative support activities for the project and supervisors to facilitate efficient operation. Track and process invoices and settlements. He/she will ensure proper documentation and filing for the operation of 34 universities and 46 centers under the 63 million UCCD project funded by USAID.

Responsibilities :

• Manage the filing system and documentation for 34 universities, 46 UCCDs and 322 UCCD staff members including agreements, staff hiring documents for USAID review and Data quality assurance (DQA) purposes
• Manage all finance and admin filing system including more than 16 training in electronic and hard copy filing and preparing to upload on Teams under supervision (20,000 beneficiaries per year)
• Review files in collaborate with Monitoring, Evaluation and Learning (MEL) team for smooth USAID DQA purposes.
• Receive and review beneficiaries’ certificates of completion from training partners and dispatch to relevant UCCD centers
• Process accurate and timely entry of all UCCD training data in USAID Teams
• Ensure proper book-keeping in hard and soft copies of purchasing receipts, reimbursements and maintenance of office equipment, furniture, supplies and so on
• Compile custody forms of all UCCD and The American University in Cairo (AUC) office equipment and furniture
• Manage inventory control of all assets throughout the 46 UCCDs; ensure custody forms are signed and properly filed
• Process regular payments to vendors including Aspire, AmCham, translators
• Track all incoming invoices – receipt of invoice, proper settlement documentation, internal processing of invoice/settlement, sending to grants and closing the cycle
• Manage the logistics and ensure availability of required material for UCCD internal and external events and trainings in collaboration with UCCD team
• Perform general administrative duties related to printing and mailing
• Provide document control and determining points of clearance and coordination
• Review incoming correspondence. Receive and forward messages and other official and unofficial documentation to appropriate team members
• Ensure phones are answered, messages are routed, and responses are drafted
• Manage front office operations and needed material for functions, trainings and events
• Handle all trainings required logistics
• Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment
• Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies
• Perform other related duties as required

Requirements:

Minimum Education Requirements:

• Bachelor’s degree in a relevant field.

Experience:

• Minimum 5 years of administrative experience

Skills:

• Excellent interpersonal and organizational skills
• Effective written communications skills
• Superb computer skills and knowledge of relevant software (Excel and Word)
• Strong command of Arabic and English (both oral and written)
• Time management skills

This position is open until February 6, 2023

Placement is based on the candidate’s experience and skills. Only candidates who make it to the shortlist will be contacted.

"The American University in Cairo is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Individuals with disabilities are encouraged to apply."

“We thank all individuals who have expressed interest in working at The American University in Cairo.”