IDB2336 - Administrative Assistant- Outsourced (ICD)

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Business Unit: ICD - Islamic Corporation for Development
Division: Not Applicable
Department: Not Applicable
Country: Saudi Arabia
Location: Saudi Arabia - Jeddah

Role Purpose:

To be a focal point in the department or division for coordinating and streamlining the workflow. To communicate and follow up on pending issues and taking necessary corrective actions as per policies and procedures. 

Responsibilities:

  1. Department Schedules, Meetings and Events
    1. Coordinate the schedule of the Department, prioritizing functions and appointments.
    2. Ensure that meetings, deadlines and presentations of the Department are carried out seamlessly.
    3. Plan and manages the Department events.
    4. Schedule the Department meetings, drafts agenda and records the minutes and tracks follow-up items.

 
  1. Department Correspondence and Mail
    1. Receives and distributes incoming mail.
    2. Follow up to ensure action on received correspondence and mail.
    3. Collect and disseminate outgoing mail.
    4. Draft letters and documents.

 
  1. Reports
  • Coordinate, collect and distribute the Department standard, status and follow-up reports.

 
  1. Records

Coordinates with the Record Management Unit the management of the Department records.

 
  1. Liaison Activities
  • Serve as the liaison between the Department, the CEO Office and the other departments Department executives.

 
  1. Space, Equipment and Supplies
    1. Maintain Department supplies inventory.
    2. Ensure operation of equipment.

 

 

Academic and Relevant Experience Requirements:

  • Bachelor’s Degree in Business Administration or any relevant discipline.
  • Minimum 2-3 year work-related experience.

Skills & Competencies:

Ideal candidates will possess the below, but not limited to the following:

  • Fluency in English is essential
  • Preference will be given to candidates who are fluent in Arabic
  • Fluency in French will be an advantage
  • Proficient computer skills
  • Strong interpersonal skills

Competencies:

  • Verbal and written communication
  • Problem Solving
  • Information management
  • Policies and Procedures
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