IDB2409 - Administrative Assistant- Outsourced (ICD) (French and Arabic Speaker)

Job Grade: Not Applicable
Business Unit: ICD - Islamic Corporation for Development
Division: Not Applicable
Department: Not Applicable
Country: Saudi Arabia
Location: Saudi Arabia - Jeddah
Closing date: 29-Feb-2020

Role Purpose:

To be a focal point in the department or division for coordinating and streamlining the workflow. To communicate and follow up on pending issues and taking necessary corrective actions as per policies and procedures. 

Responsibilities:

  1. Department Schedules, Meetings and Events
    1. Coordinate the schedule of the Department, prioritizing functions and appointments.
    2. Ensure that meetings, deadlines and presentations of the Department are carried out seamlessly.
    3. Plan and manages the Department events.
    4. Schedule the Department meetings, drafts agenda and records the minutes and tracks follow-up items.

 
  1. Department Correspondence and Mail
    1. Receives and distributes incoming mail.
    2. Follow up to ensure action on received correspondence and mail.
    3. Collect and disseminate outgoing mail.
    4. Draft letters and documents.

 
  1. Reports
  • Coordinate, collect and distribute the Department standard, status and follow-up reports.

 
  1. Records

Coordinates with the Record Management Unit the management of the Department records.

 
  1. Liaison Activities
  • Serve as the liaison between the Department, the CEO Office and the other departments Department executives.

 
  1. Space, Equipment and Supplies
    1. Maintain Department supplies inventory.
    2. Ensure operation of equipment.

 

 

Academic and Relevant Experience Requirements:

  • Bachelor’s Degree in Business Administration or any relevant discipline.
  • Minimum 5 -6 years of experience as an Executive Assistant, Personal Assistant or similar role

Skills & Competencies:

 

       

  • Excellent verbal and written communication skills in French, Arabic, and English.
  • Excellent MS Office knowledge
  • Outstanding organizational and time management skills.

Competencies:

  • Verbal and written communication
  • Problem Solving
  • Information management
  • Policies and Procedures
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