Administrative Coordinator

Role Overview

Administrative Coordinator at Islamic Development Bank, President Complex, Information Management & Distribution Technology Department. Located at HQ, Jeddah, Saudi Arabia. Fixed-term contract, Job Grade T1.

Role Purpose

To coordinate activities and streamline workflow in the VP/DG/Director's Office, serve as Secretariat for the Complex/Department, and provide administrative and analytical support to senior leadership in planning, implementing and monitoring departmental operations.

Key Responsibilities

Operational Planning

• Provide technical and analytical assistance to the VP/DG/Director in 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 for submission to higher authority for approval.

Coordination & Follow-Up

• Coordinate and follow up on 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 on 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 and Meetings of specialized Committees established for specific projects 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 periodic reports.
• Draft various correspondence and reports for consideration of the Management.

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.

Qualifications & Experience

• Bachelor's degree in Business Administration or any relevant field.
• Minimum 2 years of experience in a similar field, preferably in a multi-lateral development sector.
• Experience of working with senior level executives.

Skills & Competencies

• Advanced MS Office skills: Word, Excel, PowerPoint.
• 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.
• English: Mandatory.
• Arabic: Preferred.
• French: Preferred.

Additional Information

• Contract Type: Fixed Term.
• Job Grade: T1.
• Closing Date: 5 October 2026.
• Application documents required: Resume/CV, Copy of passport, Academic certificate.
• If you are currently an IsDB Regular staff and selected through competitive selection process, your current contract type and other terms and conditions will remain unchanged.
• The Islamic Development Bank does not ask for payments of any kind from applicants throughout the recruitment process and does not request information on applicants' bank accounts.