Secretary /Investment Department - Islamic Development Bank

IDB1402 - Secretary /Investment Department

Business Unit: Finance Function: Investment Banking Department: Finance Department Country: Saudi Arabia Location: Jeddah, Saudi Arabia Closing Date: 16-Dec-2011

Secretary Investment Department: To render full secretarial services to the Department Director, in organizing regular meetings and other ones as desired by the Director. To record the proceedings of the meetings for information & reference and to ensure that the administrative processes associated with the Department comply with the followed policies & procedures.

Key Activities: Provide full secretarial support & services to the Department (in particular Director/Managers) such as appointments arrangement, guest & visitors reception, visits organization, phone calls answer, mail process and distribution, filing...etc Coordinate/Interact with secretaries or the concerned IDB staff members to compose schedule and to develop inputs for agenda of relevant meetings. Prepare and obtain approval of meeting notices and agendas with required briefing documents ahead of such meetings Circulate meeting notices and agenda with required documents well ahead of meetings to ensure that meeting participants e.g. related Members of Management, Directors, Managers, Professionals...etc are briefed accurately on items to be discussed. Follow up with the secretaries of the meeting participants via memo, email, phone, etc. about the scheduled meeting to ensure they are aware of the arrangements e.g. time, venue, etc. for meetings Take notes at meetings, prepare and submit minutes of such meetings for review and approval by the President prior to circulation Draft memoranda and other messages for review and approval at appropriate level and for subsequent distribution to convey decisions to the concerned Departments for implementation Brief the Director and senior staff on Management decisions calling for immediate action Follow up and prepare reports regularly in respect of the implementation of Committee decisions to keep the Committee up-to-date on progress Maintain accurate record of all meetings and minutes for information and reference

Experience: 3-5 years of secretarial experience with high-level executives

Qualifications: High school with a secretarial/office management course, Bachelor's Degree in a relevant field is preferred. Proficiency in verbatim reporting Shorthand/typing Fluency in English and knowledge of Arabic is an advantage Oral and written communication skills Planning and organizing skills Good understanding of MS Office Software

Other Information:

Note: you will be required to attach the following: 1. Resume / CV

Secretary /Investment Department