IDB2615 - Administrative Assistant (Outsourced)

Business Unit: ICD - Islamic Corporation for Development
Division: Administrative Services and IT Support ICD
Department: Corporate Support Department ICD
Country: Saudi Arabia
Location: Saudi Arabia - Jeddah
Closing date: 08-Jul-2021

Role Purpose:

To provide high level administrative support, secretarial and offices services/duties to ensure smooth day to day functioning of the assigned business unit(s) / function(s) at optimum efficiency and productivity in a professional manner.

Key Functional Accountabilities and Activities:

Office Administration and Secretarial Services:

  • Perform the tasks assigned by the Business units / Functions efficiently in a timely manner in accordance to the relevant policies and procedures.
  • Provide Administrative support to the assigned function.
  • Assist in the drafting of the documents, correspondence as requested.
  • Attend incoming calls in a professional manner and relay the information to the relevant parties according to priority and criticality. 
  • Answering and channeling phone calls, arranging and reminding appointments for the business units.
  • Manage and coordinate the reception of the guests visiting ICD Facilities, considering established protocols and procedures.
  • Ensure the availability of  required office supplies and stationery items.
  • Draft emails, reports, memos and other business correspondence as instructed by assigned business unit/ function heads.
  • Develop an efficient filing and record keeping system to store all the documents, correspondence, administrative decisions for reference.
  • Attend meetings as required by the business functions and take minutes of the meeting for follow-up and issue tracking.
  • Prepare meeting agenda and disseminate to the participants as instructed by the business / function heads.
  • Provide the required support to the Business Director(s) in efficiently managing their time and calendars. 

Department Correspondence, Mail and Meeting arrangements:

  • Schedule appointments and meetings according to the calendar to ensure smooth running of the business activities.
  • Book meeting rooms as per the schedule and disseminate the agenda accordingly.
  • Coordinate with the Department/Function Head(s) to communicate and make arrangements of their meetings.
  • Coordinating domestic and international travel, including flight, hotel, and car rental reservations to ensure all arrangements are made on time for smooth travel.

Adhoc Responsibilities:

  • Provide other administrative duties wherever required and instructed by the respective business functions.

Qualifications/Professional Experience:

  • At least 3 years of experience of providing Administrative/ Secretarial services/ Office Management in Legal environment, preferably in similar institution.
  • Bachelor’s degree in Business Administration or similar relevant discipline is a must.
  • A certificate in Administration/Secretarial Services/ Office Management is an added advantage.
  • Working proficiency with Microsoft Office and related applications.

Language Skills:

Capable of communicating in two of the working languages (Arabic, English and French) of which Arabic and English is a must, while French is an added advantage.