IDB3350 - Administrative Coordinator
Location: Saudi Arabia - Jeddah
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.
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.
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.
