IDB3344 - Administrative Coordinator

Business Unit: President Complex
Division: Not Applicable
Department: Independent Evaluation
Country: Saudi Arabia
Location: Saudi Arabia - Jeddah
Closing date: 12-Jul-2024

Job Purpose:

  • To act as a Coordinator in the VP / DG / Director's Office for coordinating various activities and streamlining the workflow.

  • 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.

  • To assist the VP/DG/Director in planning, implementing and monitoring the Complex / Directorate / Department annual work plan.

  • To communicate and liaise with colleagues on pending issues and taking necessary corrective actions as per policies and procedures.

  • Draft various correspondence and reports for consideration of the Management.

Key Accountabilities:

Operational Planning:

  • Provide technical and analytical assistance to the VP/DG/Director in the annual planning of Complex / Directorate/ Department work and coordinated activities.

  • Coordinate periodic meetings of the Complex/Directorate/Department including preparation and issuance of Agenda and Minutes of Meetings.

  • Prepare response to all issues and proposals referred to the Complex/Directorate/Department for consideration.

  • Assist the VP/DG/Director in drafting proposals that will be submitted to the higher authority for approval.

Coordination & Follow-Up:

  • Coordinate and follow up the organization of meetings/events and facilitate logistics arrangements in collaboration with the concerned Complex / Directorate / Departments.

  • Assist in reviewing payment/disbursement requests and process them.

  • Regularly follow up for the periodic reports, feedback on queries raised and resolving pending issues with the concerned Unit / Manager.

Reporting & Communication:

  • Assist in covering the proceedings of the Department's Periodic Meetings as well as Meetings of specialized Committees established for specific project or agendas.

  • Respond to enquiries, coordinate their resolution, and advise on relevant policies and procedures and their implementation.

  • Assist the VP/DG/Director in preparing the periodic reports.

Administrative Support:

  • Maintain accurate and up-to-date calendar of the VP/DG/Director.

  • Coordinate the arrangement of travel and logistical requirements of the VP/DG/Director for missions and events.

  • Independently handle and prepare all correspondence and internal memorandums on routine and outstanding issues.

Academic and professional qualifications:

  • Bachelor's degree in Business Administration or any relevant filed.

  • Minimum 2 years of experience in the similar field, preferably in a multi-lateral development sector.

  • Experience of working with senior level executives.

Skills & Necessary Knowledge:

  • Advanced MS Office-Word, Excel & PowerPoint Skills

  • SAP ERP knowledge as a user.

  • Excellent drafting and report writing skills.

  • Excellent organizing skills.

  • Excellent time management skills.

  • Multi-tasking skills

  • Diplomacy and Tact.

  • High level of confidentiality.

  • Able to work under pressure.

  • High level of dedication, willing to work long hours.


  • English - Mandatory

  • Arabic - Preferred

  • French – Preferred