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Senior Administrative Officer-Islamic Development Bank Group-IDB-Jeddah

Provides a critical level
of administrative, logistical and time management support to all aspects
of the work of the Division Managers (Water & Energy
Division/Agriculture & Food Security/Integrated Rural Development).
The successful candidate should have an excellent interpersonal and
communications skills in dealing with high level external and internal
contacts

Responsibilities/Activities:
    Developing and implementing general office procedures and guidelines in order to ensure timely delivery and quality of outputs in accordance with relevant Bank Group policies.
    Independently and effectively manage the division manager office, establish and implement general office procedures and guidelines to ensure smooth workflow within the office
    Provide consistent and timely monitoring and follow-up of workflow to the Division manager, especially as it relates to documents being submitted to the Board or Committees and the scheduling of associated meetings which include IsDB representation;
    Provide support in responding to internal and external requests for information, including urgent requests from the Directors office, the Board and Committee Secretariats, other Directors offices as well as communication with critical external shareholders.
    Independently prepare, coordinate and monitor the quality of correspondence on behalf of the Division Manager ensuring that relevant background materials are available for meetings, deadlines are met and documents are of high quality and in adherence to administrative and operations guidelines;
    Screen, track, prioritize, and appropriately channel all inquiries, requests, and telephone calls to ensure timely attention to priority issues;
    Maintain the Division Manager Calendar, schedule and travel arrangements. Make sure the Division manager is fully prepared for each meeting/presentation/event;
    Provide quality control by monitoring documents for accuracy, ensuring adherence to department and Bank guidelines and procedures, and assisting in editing, formatting, and production of documents and correspondence.
    Monitoring performance, providing timely feedback and provide written assessments for yearly performance evaluation for all Support staff.
    Coordinating Department performance review process ( in line with the IDB Staff Performance Management System),
    Setting up a system to monitor necessary follow-up actions for all the staff of the Unit.
    Establishing effective working relationships with counterparts in other Bank units, and other Development Agencies, actively fostering open communication, and an environment of teamwork, both within the units and across other organizational units.
    Motivating and building effective and cohesive support teams; providing conflict resolution; establishing and maintaining high performance standards; monitoring the quality and timeliness of work and giving regular and constructive feedback on performance.
 
Qualification & Experience:
    Bachelors Degree in Business Administration or equivalent.
    6 years or more of professional and relevant work experience.
    Demonstrates proficiency with applications (Excel, PowerPoint, Word, MS Office, Projects) for routine work.
    After a suitable period of time, has a good understanding of IsDB policies and procedures.
    Ability assess and improve as needed the structure, flow, clarity, grammar, style of content developed for a variety of print and on-dissemination vehicles.
    Proficient in at least two of the Banks Languages (Arabic, French, English).