Administrative Coordinator

OVERVIEW

JOB PURPOSE

• To act as a Coordinator in the Director's Office for coordinating various activities and streamlining the workflow.
• To work as the Secretariat for the Department for coordinating, organizing and recording minutes of the meetings, as well as meetings of the specialized Committees.
• To assist the Director in planning, implementing and monitoring the Department annual work plan.
• To communicate and liaise with colleagues on pending issues and taking necessary corrective actions as per policies and procedures.
• To Contribute to special initiatives/projects and undertake other ad hoc assignments upon demand of the Director of the Department.
• Assist in the implementation of training/capacity building, awareness raising and sensitization activities of the Department.
• Assist in the organization and implementation of meetings, workshops, video conferences etc.
• Draft various correspondence and reports for consideration of the Management.

KEY ACCOUNTABILITIES

Operational Planning:
• Provide technical and analytical assistance to the Director in the annual planning of Department work and coordinated activities.
• Coordinate periodic meetings of the Department including preparation and issuance of Agenda and Minutes of Meetings.
• Prepare response to all issues and proposals referred to the Department for consideration.
• Assist the 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.

KEY ACCOUNTABILITIES

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 Director in preparing the periodic reports.

Administrative Support:
• Maintain accurate and up-to-date calendar of the Director.
• Coordinate the arrangement of travel and logistical requirements of the 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.
• Languages: English: Mandatory | 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 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.

ABOUT APPLICATION PROCESS

If you meet the criteria and you are enthusiastic about the role, we would welcome your application. To complete the application you would need the following document(s):

• Resume/CV
• Copy of passport
• Academic certificate
   

If you are currently an IsDB Regular staff applying for this role and get selected through the competitive selection process; your current contract type and other terms and conditions will remain unchanged.

The Islamic Development Bank (IsDB) does not ask for payments of any kind from applicants throughout the recruitment process (job application, CV review, interview meeting, and final processing of applications). In addition, the IsDB does not request information on applicants’ bank accounts. The IsDB declines all responsibility for the fraudulent publications of job posts or job offers in its name or, in general, for the fraudulent use of its name in any way whatsoever.