Title:  Administration Officer

OVERVIEW

JOB PURPOSE

To Coordinate and Follow up the day-to-day office administration, procurement of goods & services for the Institute to ensure smooth functioning of the Institute that will enable the Institute achieving its strategic objectives.

KEY ACCOUNTABILITIES

Administrative Policies, Processes and Procedures:
• Follow up the Implementation of the internal Administrative policies and procedures for the Institute ensuring consistency and compliance with the IsDB policies and procedures.

Office Administration:
• Ensure timely provision of various administrative services, office supplies, office equipment etc. to enable conduct of business in an efficient manner.
• Liaise and coordinate with Teams to ensure the implementation of Director General’s instructions as well as to follow up on assignments/tasks and provide the Director General with the updated status in a timely manner.
• Draft Memos, letters for the Director General.
• Assist and manage the Director General calendar and meetings. Official correspondence with the internal and external the Institute stakeholders.

Facilities Management:
• In coordination with the ASD Facilities Unit, ensure all office facilities like office space, furniture, HVAC System, Electrical System, Telecom System and other facilities are maintained in a timely and effective manner to enable the Institute conducting its business in an efficient manner.

Procurement:
• Participate in bidding committees for goods and services at the Institute, provide and the support to the bidding committees members on the
procurement Policies and procedures.
• Procure goods and services, as per the business needs, ensuring compliance with the established procurements policies and procedures.

Budget:
• Participate in the development of the general administration budget while taking into consideration current and future needs, areas of unsatisfactory performance are identified, and potential areas of cost reduction or performance improvement opportunities are capitalized upon.

Service Agreements:
• Coordinate with the Legal Division to draft, finalize and sign agreements with various vendors and service providers and ensure that goods and services are
provided, by the vendors, as per the agreements.
• Maintain the agreements signed in a safe and secure manner.

Invoice and Payments:
• Process and provide to the corporate performance team all invoices of the vendors and service providers in a timely and accurate manner to facilitate release of payments.
• Escalate issues to the Management and the concerned vendor / service providers in case of any dispute and resolve the same in a timely and amicable manner.

IMDT Services:
• Liaise with the concerned IT Business Partner to ensure provision of efficient and adequate IT services to the Institute.

ACADEMIC AND PROFESSIONAL QUALIFICATIONS

• Bachelor’s degree in Business Administration/ Commerce or any relevant discipline.
• Minimum 3 years of experience in administration and / or procurement in a large organization.

• Languages: English: Mandatory | Arabic: Preferred | French: Preferred.

SKILLS & NECESSARY KNOWLEDGE

• Building Relationships
• Passion for Excellence
• Problem Solving
• Stakeholder Management
• Customer Service Orientation
• Vendor Management
• SAP ERP and JIRA skills
• Advanced MS Office skills.

ABOUT APPLICATION PROCESS

If you meet the criteria and you are enthusiastic about the role, we would welcome your application. To complete the application you would need the following document(s):

• Resume/CV
• Copy of passport
• Academic certificate

If you are currently an IsDB Regular staff applying for this role and get selected through the competitive selection process; your current contract type and other terms and conditions will remain unchanged.

The Islamic Development Bank (IsDB) does not ask for payments of any kind from applicants throughout the recruitment process (job application, CV review, interview meeting, and final processing of applications). In addition, the IsDB does not request information on applicants’ bank accounts. The IsDB declines all responsibility for the fraudulent publications of job posts or job offers in its name or, in general, for the fraudulent use of its name in any way whatsoever.