Administrative Coordinator

Title: Administrative Coordinator Requisition ID: 5919 Overview Complex: President Complex Department: Information Management & Dist. Technology Country: Saudi Arabia Location: HQ, Jeddah Contract Type: Fixed Term Job Grade: T1 Closing Date: 5-Oct-2026 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 field. • Minimum 2 years of experience in the similar field, preferably in a multi-lateral development sector. • Experience of working with senior level executives. • Languages: English: Mandatory | Arabic: Preferred | French: Preferred 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. About Application Process If you meet the criteria and you are enthusiastic about the role, we would welcome your application. To complete the application you would need the following document(s): • Resume/CV • Copy of passport • Academic certificate If you are currently an IsDB Regular staff applying for this role and get selected through the competitive selection process; your current contract type and other terms and conditions will remain unchanged. The Islamic Development Bank (IsDB) does not ask for payments of any kind from applicants throughout the recruitment process (job application, CV review, interview meeting, and final processing of applications). In addition, the IsDB does not request information on applicants’ bank accounts. The IsDB declines all responsibility for the fraudulent publications of job posts or job offers in its name or, in general, for the fraudulent use of its name in any way whatsoever. Show more Show less

Bachelor's degree in Business Administration or any relevant field. Minimum 2 years of experience in a similar field, preferably in a multi-lateral development sector. Experience of working with senior level executives. Languages: English: Mandatory | Arabic: Preferred | French: Preferred

Act as a Coordinator in the VP/ DG / Director's Office to coordinate activities and streamline workflow. Serve as Secretariat for the Complex/Department, coordinate, organize and record minutes of meetings and committees. Assist VP/DG/Director in planning, implementing and monitoring annual work plans. Communicate with colleagues on pending issues and take corrective actions per policies. Draft correspondence and reports for Management. Coordinate and prepare agenda and minutes for periodic meetings; prepare responses to issues referred for consideration. Review payment/disbursement requests and process them. Prepare periodic reports and maintain calendars; arrange travel and logistics for VP/DG/Director. Independently handle correspondence and memorandums on routine and outstanding issues. Maintain accuracy of calendar and arrange travel/logistics for missions and events. Support drafting proposals for higher authority approval.