IDB2562 - Administrative Coordinator (LLF)
Business Unit: President Complex
Division: Not Applicable
Department: Not Applicable
Contract type: Fixed Term Contract
Country: Saudi Arabia
Location: Saudi Arabia - Jeddah
Closing date: 15-Apr-2021
Role Purpose:
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To act as a Coordinator in the VP / DG / Director's Office for coordinating various activities and streamlining the workflow.
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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.
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To assist the VP/DG/Director in planning, implementing and monitoring the Complex / Directorate / Department annual work plan.
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To communicate and liaise with colleagues on pending issues and taking necessary corrective actions as per policies and procedures.
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Draft various correspondence and reports for consideration of the Management.
KEY ACCOUNTABILITIES:
Operational Planning:
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Provide technical and analytical assistance to the VP/DG/Director in the annual planning of Complex / Directorate/ Department work and coordinated activities.
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Coordinate periodic meetings of the Complex/Directorate/Department including preparation and issuance of Agenda and Minutes of Meetings.
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Prepare response to all issues and proposals referred to the Complex/Directorate/Department for consideration.
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Assist the VP/DG/Director in drafting proposals that will be submitted to the higher authority for approval.
Coordination & Follow-Up:
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Coordinate and follow up the organization of meetings/events and facilitate logistics arrangements in collaboration with the concerned Complex / Directorate / Departments.
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Assist in reviewing payment/disbursement requests and process them.
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Regularly follow up for the periodic reports, feedback on queries raised and resolving pending issues with the concerned Unit / Manager.
Reporting & Communication:
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Assist in covering the proceedings of the Department's Periodic Meetings as well as Meetings of specialized Committees established for specific project or agendas.
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Respond to enquiries, coordinate their resolution, and advise on relevant policies and procedures and their implementation.
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Assist the VP/DG/Director in preparing the periodic reports.
Administrative Support:
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Maintain accurate and up-to-date calendar of the VP/DG/Director.
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Coordinate the arrangement of travel and logistical requirements of the VP/DG/Director for missions and events.
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Independently handle and prepare all correspondence and internal memorandums on routine and outstanding issues.
JOB REQUIREMENTS:
Academic and professional qualifications:
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Bachelor's degree in Business Administration or any relevant field.
Minimum number of years and nature of experience
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2 years of experience in the similar field, preferably in a multi-lateral development sector.
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Experience of working with senior level executives.
Skills & Necessary Knowledge::
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Advanced MS Office-Word, Excel & PowerPoint Skills
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SAP ERP knowledge as a user.
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Excellent drafting and report writing skills.
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Excellent organising skills.
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Excellent time management skills.
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Multi-tasking skills
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Diplomacy and Tact.
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High level of confidentiality.
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Able to work under pressure.
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High level of dedication, willing to work long hours.
COMPETENCIES:
Core/Behavioural:
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Adaptability
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Teamwork
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Client Centricity and Stakeholder Management
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Motivation to Learn and Share Knowledge
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Drive for Results
Leadership Level:
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Change & Transition Management
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Solutions and Result Management
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Innovation and Future Orientation
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Leadership and People Management
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International and Multicultural Collaboration
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Communication and Partnership
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