Executive Assistant at Islamic Development Bank

Ref No: IDB2566
Business Unit: Country Programs Complex
Department: Country relations and services Africa & Latin America
Division: Not Applicable

Job Purpose

• Responsible for ensuring the smooth running of the Hub including all office management and administrative functions.
• Serve as the key interface with the broad range of contacts including high ranking officials, maintaining protocol and schedules.
• Prioritize tasks and organize work independently based on general direction from the Manager.

Key Accountabilities
Operational Planning:

• Provide technical and analytical assistance to the Hub Manager in the annual planning of work and coordinated activities.
• Coordinate periodic meetings of the Hub including preparation and issuance of Agenda and Minutes of Meetings.
• Prepare response to all issues and proposals referred to the Hub Manager for consideration.
• Assist the Hub Manager in drafting proposals that will be submitted to the higher authority for approval.

Policies & Procedures:

• Assist in updating of policies and procedures under the supervision of the Hub Manager.
• Support the Hub Manager in ensuring compliance with policies and guidelines in operational work in Regional Hub.

Coordination & Follow-Up:

• Coordinate and follow up the organization of meetings/events and facilitate logistics arrangements in collaboration with the concerned Departments.
• 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 Hub’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 Hub Manager in preparing the periodic reports that will sent to the HQ or higher authority.

Administrative Support:

• Maintain accurate and up-to-date calendar of the Hub Manager.
• Coordinate the arrangement of travel and logistical requirements of the Hub Manager for missions and events.
• Independently handle and prepare all correspondence and internal memorandums on routine and outstanding issues.

Job Requirements
Academic qualifications:

• Post-Secondary Diploma.

Languages:

• English (mandatory)
• French (mandatory)
• Arabic (preferred)

Minimum number of years and nature of experience:

• Minimum 5 years of experience in the similar field, preferably in a multi-lateral development sector.
• Experience of working with senior level executives.

Skills & Necessary Knowledge:

• Advanced MS Office-Word, Excel & PowerPoint Skills
• 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.
• Proficiency in the local language mandatory.

Travel requirements:

• Travel as needed