IDB2817 - Admin Assistant Embassy & Protocol Services (ICD)

Job Grade: A3
Business Unit: ICD - Islamic Corporation for Development
Division: Administrative Services and IT Support ICD
Department: Corporate Support Department ICD
Country: Saudi Arabia
Location: Saudi Arabia - Jeddah
Closing date: 12-May-2022

Role Purpose:

To ensure providing adequate protocol services, meet and greet services for the Senior/VIP visitors or delegates by facilitating their smooth passage through immigration and concerned authorities. Also provide ICD staff with the requested embassy related services and support the Government Relations team in providing efficient services to the ICD staff to meet their needs and expectations. 

Key Functional Accountabilities and Activities:

Embassy Services:

  • Actively build and maintain relationships (internal and external) to identify the client needs and requirements to meet those needs and requirements.
  • Provide advice, guidance and assistance to ICD staff, their families, and visitors regarding the requirements of their requests/applications.
  • Respond and provide information for inquiries related to embassy services.
  • Process and facilitate the issuance of visit visa from the consulates and embassies in KSA for all ICD’s members.
  • Process document attestation from embassies for ICD’s business needs.
  • Coordinate and follow up with Government Relations on all Ministry of Foreign Affairs documents attestation.

Protocol Services: 

  • Identify and make contact the VIP visitor(s) at the airport, smoothen their passage through immigration and customs, and pass on to a driver for transport to the Hotel or accompany them to ICD.
  • Facilitate ICD’s top management during their visits and facilitate their travel (Arrival/Departure) by providing VIP Protocol services in coordination with the Board Secretary.
  • Provide protocol services to ICD’s CEO and facilitate his travel through the VIP terminal (Departure/Arrival) in coordination with the CEO’s office.
  • Coordinate the VIP’s transportation and other logistical arrangements with the Administrative Services Team.
  • Arrange/Provide transportation services to the VIP visitors between ICD premises and their accommodations.
  • Support the Administrative Services Team in providing transportation services for business needs.
  • Support the Administrative Services Team to organize and manage ICD’s events.
  • Maintain a property control record for all ICD’s assets digitally and physically.
  • Support the Administrative Services Team in other tasks related to Government Relations.

Ad hoc Responsibilities:

  • Provide other administrative duties wherever required and instructed by the Line Manager/Supervisor.
 

Qualifications/ Professional Experience:

  •  At least 2  years of experience in Embassy/Protocol services preferably in a multi-lateral development bank/ diplomatic entities is a must.
  •  High School or Diploma in Business Administration/ Public Administration or any similar discipline is a must.
  • Excellent interpersonal and communication skills.

Language Skills:

  • Capable of communicating in two of the working languages (Arabic, English and French) of which Arabic is a must and English is an added advantage.
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