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