IDB2562 - Administrative Coordinator(Lives and Livelihoods Fund Management Unit (LLFMU))

• 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. 

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.

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.

•  Bachelor’s degree in Business Administration or any relevant field.

•  2 years of experience in the similar field, preferably in a multi-lateral development sector.
•  Experience of working with senior level executives.

• Advanced MS Office-Word, Excel & PowerPoint Skills
• SAP ERP knowledge as a user.
•  Excellent drafting and report writing skills.
• Excellent organising 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.

Core/Behavioural:

• Adaptability  
• Teamwork  
• Client Centricity and Stakeholder Management  
• Motivation to Learn and Share Knowledge  
• Drive for Results

Leadership Level:

• Change & Transition Management  
• Solutions and Result Management  
• Innovation and Future Orientation  
• Leadership and People Management  
• International and Multicultural Collaboration  
• Communication and Partnership