Administrative Coordinator

Job Description

IDB2835 - Administrative CoordinatorLocation: Saudi Arabia - JeddahJOB PURPOSE:* To act as a Coordinator in the VP/ DG / Directors 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 Departments 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: * Bachelors 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 executivesLanguage Skills:* English : Required* Arabic: Preferred* French: PreferredSkills & 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

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