Administrative Coordinator

Islamic Development Bank (IsDB); Jeddah; On-site; SAR 110,000 - 150,000; Full time

Job summary

Islamic Development Bank (IsDB) in Jeddah seeks a Coordinator to support the VP/DG/Director's Office by coordinating activities and streamlining workflow. You will serve as Secretariat for the Complex/Department, organize meetings, draft minutes, and help plan and monitor the annual work plan, coordinating with colleagues and ensuring timely follow-up.

Requirements include a Bachelor's degree in Business Administration or related field, at least 2 years' experience, and fluency in English;

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 and French preferred.

Responsibilities

• Coordinate activities for the VP/DG/Director's Office and streamline workflow.
• Act as Secretariat for Complex/Department meetings and record minutes.
• Assist in planning, implementing and monitoring the Complex/Directorate/Department annual work plan.
• Communicate with colleagues on pending issues and take corrective actions as per policies.
• Draft correspondence and reports for Management consideration.

Skills

MS Office

Drafting & report writing

Organizational skills

Time management

Multitasking

Diplomacy & tact

Confidentiality

Work under pressure

Long hours dedication

Education

Bachelor's degree in Business Administration or relevant field

Minimum 2 years of experience in the field

Tools

SAP ERP

Job description

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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.

KEY ACCOUNTABILITIES

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.

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.