Administrative Coordinator

2 weeks ago

Jeddah, Saudi Arabia Islamic Development Bank Full time

Job Purpose
- To act as a Coordinator in the VP/ DG / Director's Office for coordinating various activities and streamlining the workflow.
- To work as the Secretariat for the Complex/Department for coordinating, organizing and recording minutes of the meetings, as well as meetings of the specialized Committees.
- To assist the VP/DG/Director in planning, implementing and monitoring the Complex / Directorate / Department annual work plan.
- To communicate and liaise with colleagues on pending issues and taking necessary corrective actions as per policies and procedures.
- Draft various correspondence and reports for consideration of the Management.

Key Accountabilities
**Operational Planning**:

- Provide technical and analytical assistance to the VP/DG/Director in the annual planning of Complex/ Directorate/ Department work and coordinated activities.
- Coordinate periodic meetings of the Complex/Directorate/Department including preparation and issuance of Agenda and Minutes of Meetings.
- Prepare response to all issues and proposals referred to the Complex/Directorate/Department for consideration.
- Assist the VP/DG/Director in drafting proposals that will be submitted to the higher authority for approval.

**Coordination & Follow-Up**:

- Coordinate and follow up the organization of meetings/events and facilitate logistics arrangements in collaboration with the concerned Complex/ Directorate / Departments.
- Assist in reviewing paymenUdisbursement requests and process them.
- Regularly follow up for the periodic reports, feedback on queries raised and resolving pending issues with the concerned Unit / Manager.

**Reporting & Communication**:

- Assist in covering the proceedings of the Department's Periodic Meetings as well as Meetings of specialized Committees established for specific project or agendas.
- Respond to enquiries, coordinate their resolution, and advise on relevant policies and procedures and their implementation.
- Assist the VP/DG/Director in preparing the periodic reports.

**Administrative Support**:

- Maintain accurate and up-to-date calendar of the VP/DG/Director.
- Coordinate the arrangement of travel and logístical requirements of the VP/DG/Director for missions and events.
- Independently handle and prepare all correspondence and internal memorandums on routine and outstanding issues.

Academic and professional qualifications
- Bachelor's degree in Business Administration or any relevant field.
- Minimum 2 years of experience in the similar field, preferably in a multi-lateral development sector.
- Experience of working with senior level executives.

Skills & Necessary Knowledge
- Advanced MS Office-Word, Excel & PowerPoint Skills
- SAP ERP knowledge as a user.
- Excellent drafting and report writing skills.
- Excellent organizing skills.
- Excellent time management skills.
- Multi-tasking skills
- Diplomacy and Tact.
- High level of confidentiality.
- Able to work under pressure.
- High level of dedication, willing to work long hours.

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