Associate Manager, Office of The CEO

2 weeks ago

Jeddah, Saudi Arabia Islamic Development Bank Full time

Associate Manager, Office of the CEO

This role is responsible for developing overall operation strategy of the CEO Office. The role holder will organize and coordinate its operations, procedures, and resources to facilitate effectiveness and efficiency for the entire organization. This role also requires managing the administrative and secretarial support of the CEO's Office. He/She serves as the custodian of all documentation handled in the CEO's Office. The role holder is expected to coach, mentor, and develop his/her team to boost the employee performance level to achieve the strategic objectives of ICIEC.

**Operational Planning**
- Leads the formulation, development, and implementation of the CEO Office operational strategy.
- Leads the preparation and finalization of the CEO Office Budget to ensure adequate manpower, materials, and financial resources to deliver the agreed objectives.
- Sets and monitors the delivery of the objectives of the CEO Office.
- Management and supervision of the planning process and activities in the CEO's office.
- Management of the office per the rules and guidelines in place to ensure the smooth operations within the required time frame and quality.
- Ensures the performance and effectiveness of the CEO Office by developing Key Performance Indicators (KPIs).
- Ensures implementation and running of follow-up systems.
- Managing all correspondences to and from the CEO’s Office.
- Coordinates with ICIEC Departments and IsDB on matters related to CEO activities and interests.
- Reviews all reports submitted to the CEO and coordinates with relevant departments.
- Coordinates and follows up on all matters resulting from and addressed to the CEO.
- Serves as the custodian for all documentation being managed within the CEO's Office by maintaining an archive for critical documents and ensuring ease of reference for subsequent use.
- Assists the CEO in delivering his public speaking commitments by documenting the broad requirement and outline and following up with concerned departments to develop the required material.
- Coordinates the preparation of ICIEC Quarterly Missions Programs and their submission to the CEO for approval.
- Supervises the completion of information concerning files of Member States and ensures the maintenance of the scanned record thereto through the CEO Office archive.
- Defines the priorities and classifies the items for the attention of the CEO based on the urgency and importance of the issues.
- Assists and follows up on special assignments/tasks the CEO assigns.
- Assists in harmonizing the correspondence and developing templates for different official documents.

**Meetings Coordination**
- Prepares, maintains, and updates the CEO Annual Calendar Activities. Plans CEO Missions outside and inside Headquarter.
- Manages the schedule of the CEO for all meetings and appointments with ICIEC staff members internally as well as with outside visitors in a timely and efficient manner.
- Provides executive-level support to the CEO Office on the highest decision-making forums, such as IMC, to consider critical issues facing ICIEC and Member States.
- Keeps management staff abreast of the decisions of IMC and calls for appropriate action to be undertaken for compliance.
- In coordination with relevant departments/functions/offices, regularly prepares status and follows up reports regarding the implementation of Management Committee decisions and to keep the members up to date on progress.
- Accompany the CEO to meetings as per the CEO’s instructions and takes necessary notes of essential points.
- Coordinates with Heads of IsDB Group entities and other Management Committee members regarding schedules of Management meetings and follows up on action points decided during meetings.

**Communications**
- Ensures effective communication and provision of all deliverables and briefing the CEO on the status of any action/matter as and when required.
- Keeps the CEO informed about the agenda items and other details of meetings at the Group level.
- Ensures prompt communication of Management committees’ decisions and undertakes follow-up within the IsDB Group and externally with Member States or international institutions.
- Drafts vital memoranda and other letters under the signature of the CEO to convey decisions to the concerned entities, complexes, and departments for implementation.
- Reports critical and serious delayed matters and bottleneck areas to the CEO for guidance.

**Knowledge Sharing & Innovation**
- Suggests improvements to enhance the effectiveness and efficiency of the Management Committees and the development/enhancement of KPIs for related tasks.
- Maintains an electronic record of all IMC decisions from the beginning for knowledge/familiarization by the new mid-level/top management.
- Disseminates information on the past decisions of the IMC for the reference of ICIEC staff.
- Suggests areas of improvement to enhance the effectiveness of the CEO

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