Administrative Support Officer (Supplemental Workforce - Third Party Contract)

Title: Administrative Support Officer (Supplemental Workforce - Third Party Contract) Requisition ID: 5940 Overview Complex: DG - Global Practice & Partnerships Department Resilience and Climate Action Division/Section Resilience and Climate Action Department Front Office Country Saudi Arabia Location: Jeddah HQ Closing Date 8-Nov-2026 Job Purpose To provide comprehensive administrative, coordination, front-office, and logistical support to the Resilience and Climate Action Department, ensuring the smooth and timely execution of departmental operations, meetings, missions, records, and priority assignments. Key Accountabilities • Serve as the Department Director’s Administrative Assistant and provide administrative and coordination support to the Department. • Serve as the Rapporteur for departmental meetings, including preparing agendas, recording minutes, tracking agreed actions, and maintaining official records. • Serve as the Department Time Coordinator and support compliance with applicable attendance and time-management policies. • Manage the Department Director’s Front Office operations, including monitoring departmental budget performance, coordinating mission requests, and supporting related administrative processes. • Manage office stationery and supplies and ensure their timely availability. • Monitor and follow up on staff missions, Back-to-Office Report (BTOR) submissions, and mission settlement processes. • Manage logistical and administrative arrangements for visiting delegations and official guests. • Coordinate with all Divisions on departmental matters and facilitate effective communication, information flow, and collaboration. • Follow up on urgent and high-priority assignments from Department leadership to support timely action and resolution. • Undertake ad-hoc assignments and special tasks as directed by the Department Director. ACADEMIC AND PROFESSIONAL QUALIFICATION • Bachelor’s degree in Business Administration, Management, Public Administration, Office Administration, or a related field. • Minimum of one year of relevant work experience in administrative support, office coordination, executive assistance, or a related area. • Languages: English: Mandatory Key Skills & Necessary Knowledge • Strong organizational, coordination, and time-management skills. • Effective written and verbal communication skills, including professional correspondence and meeting minutes. • Ability to prioritize urgent assignments, track actions, and follow through to completion. • Strong interpersonal skills and ability to coordinate effectively across Divisions and with internal and external stakeholders. • Attention to detail, accuracy, discretion, and the ability to handle sensitive information appropriately. • Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams. • Working knowledge of administrative processes related to budgets, missions, travel settlements, records management, and office logistics. • Adaptability and ability to work effectively in a dynamic, deadline-driven environment. 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 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, Management, Public Administration, Office Administration, or a related field. Minimum of one year of relevant work experience in administrative support, office coordination, executive assistance, or a related area. Languages: English: Mandatory

Serve as the Department Director’s Administrative Assistant and provide administrative and coordination support to the Department. Serve as the Rapporteur for departmental meetings, including preparing agendas, recording minutes, tracking agreed actions, and maintaining official records. Serve as the Department Time Coordinator and support compliance with applicable attendance and time-management policies. Manage the Department Director’s Front Office operations, including monitoring departmental budget performance, coordinating mission requests, and supporting related administrative processes. Manage office stationery and supplies and ensure their timely availability. Monitor and follow up on staff missions, Back-to-Office Report (BTOR) submissions, and mission settlement processes. Manage logistical and administrative arrangements for visiting delegations and official guests. Coordinate with all Divisions on departmental matters and facilitate effective communication, information flow, and collaboration. Follow up on urgent and high-priority assignments from Department leadership to support timely action and resolution. Undertake ad-hoc assignments and special tasks as directed by the Department Director.