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 serve as the Secretariat for the Complex/Department, coordinating, organizing, and recording minutes of meetings, including meetings of specialized Committees.
• To assist the VP/DG/Director in planning, implementing, and monitoring the annual work plan of the Complex / Directorate / Department.
• 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 of the Complex/Directorate/Department activities.
• Coordinate periodic meetings, including preparing and issuing agendas and minutes.
• Prepare responses to issues and proposals referred for consideration.
• Assist in drafting proposals for higher authority approval.

Coordination & Follow-Up

• Coordinate and follow up on meetings/events logistics with concerned units.
• Assist in reviewing and processing 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 and current calendar for the VP/DG/Director.
• Coordinate travel and logistical arrangements for missions and events.
• Handle and prepare routine and outstanding correspondence and memorandums.

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

• Advanced MS Office skills (Word, Excel, PowerPoint).
• SAP ERP user knowledge.
• Excellent drafting and report writing skills.
• Strong organizational and time management skills.
• Ability to multitask, demonstrate diplomacy and tact, and maintain confidentiality.
• Ability to work under pressure and willingness to work long hours.

Languages

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

About 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