Administrative Coordinator

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 meetings, including meetings of specialized Committees.
• To assist the VP/DG/Director in planning, implementing, and monitoring the Complex / Directorate / Department's annual work plan.
• To communicate and liaise with colleagues on pending issues and take necessary corrective actions as per policies and procedures.
• Draft various correspondence and reports for management consideration.

Key Accountabilities

Operational Planning

• Provide technical and analytical assistance to the VP/DG/Director in annual planning and coordinated activities.
• Coordinate periodic meetings, including preparing and issuing agendas and minutes.
• Prepare responses to issues and proposals referred to the department for consideration.
• Assist in drafting proposals for higher authority approval.

Coordination & Follow-Up

• Coordinate and follow up on meetings/events organization and logistics.
• Review and process payment/disbursement requests.
• Follow up on reports, feedback, and resolve pending issues with relevant units.

Reporting & Communication

• Cover proceedings of department meetings and specialized committees.
• Respond to inquiries, coordinate their resolution, and advise on policies.
• Assist in preparing periodic reports.

Administrative Support

• Maintain an accurate calendar for the VP/DG/Director.
• Arrange travel and logistical requirements.
• Handle correspondence and internal memorandums on routine issues.

Academic and Professional Qualifications

• Bachelor's degree in Business Administration or relevant field.
• Minimum 2 years of experience in a similar role, preferably in a multilateral development sector.
• Experience working with senior executives.

Skills & Necessary Knowledge

• Proficiency in MS Office (Word, Excel, PowerPoint).
• Knowledge of SAP ERP as a user.
• Excellent drafting and report writing skills.
• Strong organizational and time management skills.
• Ability to multitask and work under pressure.
• Diplomacy, tact, and confidentiality.
• Willingness to work long hours and high dedication.

Languages

• English - Mandatory
• Arabic - Preferred
• French - Preferred

Application Process

If you meet the criteria and are enthusiastic about the role, we welcome your application. Please prepare the following documents:

• Resume/CV
• Copy of passport
• Academic certificates