Field Office Coordination Specialist with 10+ Years Experience

Duaa Abd-Elsalam Mousa ElGml

Gardenia City – Suez Rd - Cairo

Mobile: 011********

E-mail: ********@*****.***

https://eg.linkedin.com/in/duaalgml

Education and Activities:

March 2018 Invited to a three-week program ‘Global Economic Overview’ under the auspices of International Visitor Leadership Program (IVLP), United States of America. 2006: 2010 Alexandria University, Faculty of Commerce Bachelor of Commerce - “Accounting Section”

1994: 2006 Lycée La Liberté D’Alexandrie (English Section) Work Experience:

November 2023-

current

Senior Administrative Assistant- UNHCR (united nations Higher commissioner for refugees)

Assist in processing of entitlements and maintenance of personnel records and files;

Attend meetings on day-to-day admin matters; administer the movement of UNHCR staff members and monitor their attendance records, leave plans, overtime and visa requirements.

Review for as required

Assist in requisitioning office supplies, equipment and arrange for distribution together with the appropriate inventory records; Assist in administrative formalities related to travel arrangements and issuance/ renewal of visas, licenses, travel arrangements and other similar documents;

Draft correspondence and reports, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility; Type correspondence, documents and reports, some of which may be highly confidential;

Arrange appointments and maintain supervisor's calendar, receive visitors, place and screen telephone calls and answer queries with discretion; Assist the management to organize and run UNHCR Office and Residential

(wherever applicable) compounds;

Facilitate official missions of UNHCR staff and visitors; Prepare attestations and certificates required by staff members for signature of senior officer;

Assist in processing MIP and other claims by UNHCR staff and clients of UNHCR ;

Maintain Journal, Regular and PO vouchers in MSRP system and work with archiving of documentation ;

Any other responsibilities/functions deemed necessary or as delegated by the Head of the office and/or Supervisor in order to meet the level of the services in the organization.

June 2020 – June

2022

Administrative Assistant – Catholic Relief Services.

• Carry out data entry, writing memos, translation, and travel arrangements.

• Verify invoices for pouches against outgoing register.

• Manage filing and distributing all incoming and outgoing mail/faxes/letters/documents.

• Creating, maintaining, and updating the national staff contact lists

(telephones, mobiles, emails, and address lists) as required.

• Send/receive DHL pouches with itemized inventory list and prepare necessary payment paperwork.

• Editing the inventory items and making reports.

• Make sure that all the assets purchased have an inventory number and are reported to the asset focal point.

• Make Sure that the projects are receiving their tools and assets in the time.

• Tracking the pipeline for the budget of the stationery and IT equipment o Logistics:

• Assist with logistics as needed for meetings, conferences, workshops and other events for local staff, visitors, and beneficiaries.

• Support program staff in organizing workshops, conferences, and other public events.

• Manage hotel reservations for staff as needed.

• Assist with national travel arrangements as requested.

• Serve as the CRS/Egypt Petty Cash Custodian in accordance with CRS petty cash management procedures.

• Prepare documents for reporting and replenishment for Admin & Finance Officer review and approval.

• Coordinate with other peers all activities in support of the grant/project.

• Mediate as necessary among local actors during project life. Jan 2020 – Jun 2020 Marketing & Sales Admin Support – Azza Fahmy Jewelry • Office supplies are always well maintained and well kept.

• Assists teams as needed on creating clear and understandable procurement plans and, explain why sourcing pipeline is a key planning tool for supply chain.

• Regularly check office status and maintenance

• Meeting room booking and schedules, making sure room is always ready, clean and office boy waiting to serve attendees:

• Ensure that the procurement tracker is updated on a weekly basis, reflecting all assets’ purchases.

• Coordinating with factory on needs and requests going back and forth between head office and factory

• Responsible for supporting in Correspondents related to Sales, PR & Marketing; Letters translation, Typing materials.

• Support in department filing and organization

• Responsible for marketing storage room and updates log sheet regularly

• Sales data crunching

Sep 2019 – Jan 2020 Intern Admin Assistant / Receptionist – Save the Children

• Receive and direct visitors to the appropriate area making sure visitors are escorted by one of the office staff.

• Handling phone calls, messages, correspondence and updating contact lists.

• Monitor and prepare payments for courier service, office telephone, internet, water and electricity on time.

• Assist in handling petty cash when needed for meeting facilities, train tickets and SCI staff matters Coordinates and facilitates meetings as requested by assisting in booking training meeting venues, arranging for coffee breaks, lunch, meeting stationery and printing materials.

• Facilitate in-country travel arrangement including reservation of flights and accommodation for staff, visitors and workshop participants. Assist in hotel and flight booking.

• Receiving purchasing requests for break meals needed in office meetings and initiating purchasing orders (coffee breaks, stationery, lunch and printings.

• Assist in training logistics, venues PRs and facilitate the reservation.

• Responsible for preparing and receiving all needed documents and approvals for vendor’s payments and follow up payments with Finance for specific PRs.

• Facilitate vendors receipt to their bills in a time frame agreed upon with cooperation with finance department.

• Maintaining filing systems for records, correspondence and other material related to administration files.

• Translation upon request.

Mar 2012 – Apr 2019 Portfolio Manager for the Far East and the European countries, International Relations Department, Egyptian Chamber of Commerce, Alexandria.

• Assist and Support the Adviser of the International relations department.

• Settlement of Payments for the Mission Trips or Workshops with the Finance Department.

• Doing brief economic reports for foreign countries to help Egyptian businessmen understand each country.

• Organizing and participating in conferences and seminars held in Egypt covering various issues.

• Assist in handling petty cash for meeting facilities, train tickets ... etc., also assisting in booking meeting rooms, and arranging the breaks (Coffee / Lunch) and preparing the meeting needed stationary.

• Handling phone calls, messages, correspondence and updating contact lists.

• Arranging B2B Meeting for the Egyptian businessmen with the foreign countries commercial attaches and Ambassadors to promote the foreign trade.

• Make approved international calls and maintain records as directed, including call statistics.

• Doing economic, social, and political research about different countries, which have potential new markets for Egyptian products.

• Responsible for all incoming and outgoing Correspondences

• Responsible for the travel arrangement of the team and the visitors

(reservation of the flights, hotels, training, or meeting venues)

• Helping in translating important documents (English to Arabic and vice versa)

• Maintain Filing system.

• Arranging trade missions traveling to different countries within my portfolio.

I already arranged:

• Trade Mission to Spain “March 2014”:

• Arranging the delegation logistics

“Reservation of the hotel, tickets & transportation”

• Traveled to Spain accompanying the trade mission.

• Meet and assist at the airport & hotel.

• Arrange internal transportation

• Helped in Organizing the B2B meetings and helped in translation.

• Attend signing of a Memorandum of understanding between the Egyptian chamber and “Cierval”

• Trade Mission to Poland “February 2017”

• Arranging delegation logistics

• Travelled to Poland accompanying the trade mission.

• Meet and assist at the airport & hotel in 3 different cities.

• Arrange internal transportation.

• Helped in organizing B2B meeting and helping in translation.

• Met with the officials at the three cities “Warsaw – Wroclaw – Poznan”

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Arranging video conferences with various organizations worldwide in order to conduct B2B meetings between Egyptian and foreign Businesses.

• Distribute our events among our database through mail, fax

• Manage the Facebook page.

Languages

Arabic: Mother Tongue

English: Fluent (written & spoken) (IELTS band 7.0) French: Fair (School Knowledge)

German: Basic Knowledge (A1)

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