IDB3227 – Executive Secretary (ICD)- Outsourced, Third-Party Contract

Role Purpose:

The role entails efficiently coordinating and organizing all office related activities to ensure smooth conduction of daily business operations. It is focused on providing essential administrative/ secretarial support to enhance the workflow, processes and efficiency along with diligent interaction with the stakeholders as and when needed.

Key Functional Accountabilities and Activities:

Office Administration and Secretarial Services:

• Organize and coordinate the day-to-day schedule of the office including appointments, meetings, conference/video calls and travel arrangements.
• Coordinate with the concerned functions to plan the business missions inside and outside the headquarters.
• Draft/Prepare emails, reports, memos and other business correspondence as requested.
• Coordinate the timely preparation and submission of meeting agenda, briefing materials and presentations as needed.
• Secure appropriate signatures and track documents through the approval process.
• Serve as the custodian for all documentation being managed within the Office and maintain an archive for easy reference and subsequent use.
• Coordinate the logistics relating to the events to be attended with support from the concerned functions.
• Liaise with the concerned stakeholders to collect/gather the requested inputs.
• Manage and coordinate the reception of guests/visitors including arrival / departure scheduling considering established protocols and procedures.
• Provide general administrative support, including taking phone calls, handling inquiries and managing the office calendar.

Department Correspondence, Mail and Meeting arrangements:

• Manage the agenda of all meetings and appointments with staff internally as well as with outside visitors in a timely and efficient manner.
• Ensure timely booking of the meeting rooms and communication with the attendees.
• Attend meetings as designated take minutes of the meeting for follow up and issue tracking.
• Maintain an updated directory of internal and external telephone/contact numbers, emails and other contact details as required.
• Coordinate domestic and international travel, including flight, hotel, and car rental reservations to ensure all arrangements are made on time for smooth travel.
• Manage all mails, documents and correspondences to ensure efficient and timely communication and follow up.

Qualifications/ Professional Experience:

• At least 3 year(s) of experience in Executive/Secretarial/Office Management role preferably in similar institutions. Additional years of experience will be considered a plus.
• Bachelor’s degree in Business Administration or similar discipline is a must.
• Working proficiency with Microsoft Office and related applications.
• Good communication and coordination skills.

Competencies:

Core Behavioral:

• Innovation and Initiative
• Change Management
• Developing People Capability
• Partnership Management
• Strategic Thinking
• Self-Effectiveness

Technical Competencies:

• Office Management
• Secretariat
• Records & Document Management.
• Coordination & follow up
• Organizational Skills

Language Skills:

• Capable of communicating in Arabic and English, whereas French is preferred.