JOB PURPOSE:
* 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.
KEY ACCOUNTABILITIES:
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.
EDUCATION, EXPERIENCE & CERTIFICATION:
Academic and professional qualifications:
* Bachelor's degree in Business Administration or any relevant field.
* Minimum 2 years of experience in the similar field, preferably in a multi-lateral development sector.
* Experience of working with senior-level executives.
LANGUAGES:
Languages**
English: Mandatory
Arabic: Preferred
French: Preferred
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