Executive Coordinator📣 Job Ad
| Contract Type | Full-time | |
| Workplace type | On-site | |
| Location | Makkah |
About the Role
The Islamic Development Bank (IsDB) is seeking an Executive Coordinator to join the Operations Complex - Global Practices and Partnerships team. This role is integral to supporting the office of the Vice President/Director General (VP/DG) by ensuring effective executive coordination and support for the implementation of decisions and activities across the Complex/Directorate. The Executive Coordinator will contribute to monitoring work programs, strategic initiatives, change management, training programs, and budgets, thereby enhancing internal and external stakeholder responsiveness.
This position is key to managing the executive information and follow-up system within the VP/DG Front Office. The Executive Coordinator will collaborate with the Lead Coordinator and Senior Specialists to manage Complex/Directorate-wide Key Performance Indicators (KPIs) and ensure the availability of up-to-date and reliable management information systems for tracking deliverables. The role also involves managing the VP/DG's schedule and performing various administrative tasks.
Key Responsibilities
- Support the VP/DG front office in preparing the Annual Work Program and KPI development, including regular follow-up with departments for quarterly report preparation.
- Assist in the development, roll-out, and management of the digitized executive information and follow-up system for the VP/DG office to ensure timely responsiveness to stakeholder requests.
- Ensure that all instructions issued by the VP/DG are accurately recorded, transmitted, and followed up, acting as the first point of contact for inquiries from concerned units and external stakeholders regarding follow-up issues.
- Provide the VP/DG with accessible information on the Complex/Directorate's activities and pending issues by monitoring data and information related to all communications originating from the VP/DG, actions taken by individual departments, and necessary follow-up activities.
- Generate reports to monitor responsiveness, identify delays, and pinpoint bottlenecks in the implementation of executive instructions.
- Contribute to enforcing established criteria, principles, and procedures for concerned units when preparing responses for the VP/DG's signature or on behalf of the VP/DG, ensuring deadlines are met effectively.
- Enhance the efficiency of the VP/DG's time by sorting and prioritizing incoming mail.
- Monitor the activities of Archive staff within the VP/DG office and provide guidance as required.
- Assist in the preparation of periodical responsiveness reports for the VP/DG, highlighting the responsiveness of concerned Departments/Units within the Complex/Directorate to improve overall effectiveness.
- Maintain the VP/DG's schedule and agenda, and assist in planning appointments, meetings, and conferences.
- Support or act as the secretariat for VP/DG's meetings with the Complex/Directorate's management team and external stakeholders, and assist the VP/DG in his role as Chairman of various management committees.
- Prepare meeting agendas, ensure the availability of supporting and key documents, prepare, review, and distribute minutes, and prepare memoranda on key decisions, followed by tracking the implementation of agreed actions.
- Network with offices of senior and middle management within and across the Complex/Directorate to facilitate the implementation of VP/DG office decisions and ensure appropriate relationship management.
- Timely preparation of the VP/DG's briefing files for participation in internal and external events, and follow-up on the implementation of decisions made and instructions to be followed.
- Coordinate with concerned departments/units to relay protocol-related information for visitors, dignitaries, and diplomatic personalities meeting the VP/DG.
- Coordinate with other units of the Complex/Directorate to prepare draft mission programs and engagement plans for the VP/DG.
- Assist in monitoring the budget of the VP/DG office and support the front office team in its management.
- Assist the Front Office in organizing Complex/Directorate retreats and town halls.
- Support focal points in the VP/DG office to implement the knowledge management architecture in coordination with relevant units.
- Contribute to improving the executive information and follow-up system of the VP/DG Office by staying abreast of best practices.
- Support the development and implementation of the training plan for the Complex/Directorate.
Qualifications and Requirements
- A Bachelor's Degree in Business Administration, Economics, Finance, or any related field.
- 5 years of relevant experience.
- Experience in the operations of multilateral development banks or other International Financial Institutions is preferred.
- Experience and exposure working with senior-level executives is preferred.
- English language proficiency is mandatory.
Required Skills
- Advanced MS Office skills.
- Proficiency with ERP systems such as SAP, JIRA, Business Intelligence, and Alfresco.
- Expertise in Management of Information Systems.
- Strong Database Management skills.
- A passion for excellence.
- Excellent problem-solving abilities.
- Effective work planning and control capabilities.
Additional Information
This is a Fixed Term position at Job Grade E2, working full-time. The role is based at the Islamic Development Bank (IsDB) Headquarters in Jeddah, Saudi Arabia. The closing date for applications is 18-Jun-2026.
Candidates are required to submit a Resume/CV, a copy of their passport, and their academic certificate. The Islamic Development Bank (IsDB) does not charge any fees throughout the recruitment process and advises applicants to be wary of fraudulent publications or job offers made in its name.
Requirements
- Requires 2-5 Years experience
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