Assistant, Organizational Support

5 days ago

Jeddah, Saudi Arabia Islamic Development Bank Full time

SECTION I: JOB PURPOSE

This role is responsible for assisting the ITFC Staff in all the documentation and correspondence related needs and ensuring security of all-important documentation. In addition, this role is responsible for implementing improvement initiatives in the documentation process in order to ensure timely provision of documents, as needed.

SECTION II: KEY RESPONSIBILITIES
- Manage the internal/external correspondence system in ITFC
- Manage internal/external correspondence and memorandums between and to staff.
- Conduct general checks on outgoing correspondence, including faxes to ensure quality.
- Ensure that the letters issued from ITFC are signed as per the pre-determined protocols.
- Implement the documentation control process for all internal/external documents) and deport and destroy them as stated in the documentation policy.
- Manage the filing system and assist the ITFC Staff in locating the files to ensure the smooth functioning of all departments.
- Secure important and/or confidential documents and maintain back up repository to ensure timely provision for subsequent use.
- Fulfill data entry requests to support timely correspondence from ITFC.
- Assist in incorporating document quality measures and standards (such as ISO 9001-2000) and all auditable measures on document management into the current documentation standards and procedures.
- Provide any and all needed administrative support to the function to achieve its mandate and as may be assigned by the Senior Manager.

SECTION IV: KNOWLEDGE, SKILLS & COMPETENCIES
- Bachelor's Degree

Language Skills
- English and Arabic are compulsory

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