Administrative Coordinator

About the Role

The Islamic Development Bank (IsDB) is seeking an Administrative Coordinator for a contract position in Jeddah, Makkah. This role involves acting as a coordinator within a VP/DG/Director's Office to streamline workflow and manage various activities. The coordinator will also serve as the secretariat for the Complex/Department, organizing and recording minutes for meetings, including those of specialized committees.

Key Responsibilities

• Provide technical and analytical assistance for the annual planning of Complex/Directorate/Department work and coordinated activities.
• Coordinate periodic meetings, including the preparation and issuance of agendas and minutes.
• Prepare responses to issues and proposals referred to the Complex/Directorate/Department.
• Assist in drafting proposals for submission to higher authorities.
• Coordinate and follow up on the organization of meetings/events, facilitating logistical arrangements with relevant departments.
• Assist in reviewing and processing payment/disbursement requests.
• Regularly follow up on periodic reports, feedback on queries, and resolution of pending issues with concerned units/managers.
• Assist in covering proceedings of departmental periodic meetings and specialized committee meetings.
• Respond to inquiries, coordinate their resolution, and advise on relevant policies and procedures.
• Assist in preparing periodic reports for the VP/DG/Director.
• Maintain an accurate and up-to-date calendar for the VP/DG/Director.
• Coordinate travel and logistical requirements for the VP/DG/Director's missions and events.
• Independently handle and prepare correspondence and internal memorandums on routine and outstanding issues.

Coordination and Communication

The Administrative Coordinator will communicate and liaise with colleagues on pending issues, taking necessary corrective actions in accordance with established policies and procedures. This role involves drafting various correspondence and reports for management consideration.

Operational Support

This position provides direct support to the VP/DG/Director in planning, implementing, and monitoring the Complex/Directorate/Department's annual work plan. The coordinator will ensure smooth operational flow and effective administrative support.

Required Experience

• Candidates should possess 2-5 years of relevant experience in an administrative or coordination role.

Work Type

• This is a contract position.