IDB3400 – Administrative Coordinator

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 I 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 Accountabilities:

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 & Power Point 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.

Languages:

• English – Mandatory
• Arabic – Preferred
• French – Preferred