Assistant Administration Manager

For DP World Logistics Egypt

Job Purpose: The Assistant Administration Manager is responsible for managing the daily administrative functions of DP World Logistics Egypt . This role oversees administrative staff, manages budgets, and implements policies and procedures. The position ensures smooth office operations and the accurate, efficient completion of all administrative tasks.

Key Accountabilities :

Staff Transportation

• Coordinate daily staff transportation schedules (buses, shuttles, carpooling).
• Ensure vehicles are safe, well-maintained, and compliant with regulations.
• Manage contracts with transport providers and monitor service quality.
• Track costs and optimize routes to balance efficiency and employee convenience.
• Handle emergency transport arrangements when required.

Staff Meals & Welfare

• Oversee catering services for staff meals.
• Ensure food quality, hygiene standards, and variety to meet staff needs.
• Manage vendor contracts and negotiate cost-effective meal plans.
• Collect employee feedback to improve meal services.
• Monitor budgets and reduce wastage.
• Supervise daily buffet operations to ensure timely service and adequate portions.
• Introduce improvements based on employee suggestions and health guidelines.
• Ensure meals contribute positively to staff morale and productivity.
• Track monthly meal expenses against budget allocations.
• Provide reports to the Head of People and Administration on efficiency and satisfaction levels.

Business Phone Devices & Lines

• Coordinate provision of business mobile phones and lines.
• Maintain updated inventory of devices, SIM cards, and accessories.
• Ensure devices are configured with company-approved applications and security settings.
• Manage contracts with telecom providers for mobile and landline services.
• Monitor usage, billing, and service quality to ensure cost efficiency.
• Negotiate corporate packages and bulk plans to reduce costs.
• Provide first-level support for staff experiencing issues with devices or lines.
• Enforce company policies on phone usage, data security, and confidentiality.
• Coordinate SIM card deactivation and device retrieval upon employee exit.
• Track monthly telecom expenses and highlight cost-saving opportunities.

Uniform Control

• Manage issuance of uniforms and protective gear to staff.
• Maintain accurate inventory records and forecast future requirements.
• Ensure timely replenishment and replacement of worn-out uniforms.
• Enforce company dress code and uniform policies across departments.
• Ensure uniforms meet branding, safety, and professional standards.
• Conduct spot checks to ensure compliance during working hours.
• Source durable, cost-effective uniforms from approved suppliers.
• Conduct quality checks before distribution.
• Negotiate contracts to ensure timely delivery and cost efficiency.
• Handle requests for size adjustments or replacements.
• Ensure uniforms are comfortable and practical for logistics operations.
• Collect feedback to improve design and usability.

Reporting & Cost Control

• Prepare monthly reports on transportation, meals, travel, and accommodation expenses.
• Highlight cost-saving opportunities and efficiency improvements.
• Ensure compliance with company policies and budgetary limits.
• Present service performance metrics to the Head of People and Administration.

Qualifications and Certificates

• Bachelor’s degree (required).

Experience and Knowledge

• 10–12 years of experience in Administration, with at least 5 years in a senior role.
• Strong background in financial and facilities management principles.
• Knowledge of office management procedures and systems.
• Fully conversant with safety procedures.

Skills and Abilities

• Excellent command of English (spoken and written).
• Fluent in Arabic, with the ability to draft official letters to government authorities.
• Proficient in Microsoft Office programs (Word, Excel, PowerPoint, Outlook).
• Strong organizational and leadership skills.
• Highly analytical with excellent problem-solving abilities.
• Effective time-management skills with the ability to prioritize and manage multiple tasks simultaneously.
• Strong communication and interpersonal skills.
• Ability to identify and implement more efficient ways of working.