IDB2739 - Administrative Corodinator

Business Unit: Finance Complex
Division: Not Applicable
Department: Financial Control Department
Country: Saudi Arabia
Location: Saudi Arabia - Jeddah
Closing date: 07-Jan-2022

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 RESPONSIBILITIES:

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 payment/disbursement 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 logistical requirements of the VP/DG/Director for missions and events. Independently handle and prepare all correspondence and internal memorandums on routine and outstanding issues.

Education, Experience & Certification:

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

Language Skills:

  • English : Required
  • Arabic: Preferred
  • French: Preferred

Skills & Necessary Knowledge:

    • Advanced MS Office-Word, Excel & PowerPoint Skills
    • SAP ERP knowledge as a user.
    • Excellent drafting and report writing skills.
    • Excellent organising 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