Executive Coordinator

Job Purpose

The Islamic Development Bank (IsDB) is seeking an Executive Coordinator to provide crucial support to the office of a Vice President/Director General. This role involves ensuring effective coordination across the Complex/Directorate, monitoring work programs, strategic initiatives, change management, and budgets. The Executive Coordinator will manage an executive information and follow-up system to enhance stakeholder responsiveness and assist in tracking Key Performance Indicators (KPIs). Additionally, the position will involve managing the VP/DG's schedule and performing various administrative duties.

Key Accountabilities

Executive Information and Follow-up

• Assist the VP/DG's front office in developing the Annual Work Program and KPIs, and in tracking quarterly reports from departments.
• Support the implementation and management of a digitized executive information and follow-up system for timely stakeholder responses.
• Ensure all directives from the VP/DG are logged, communicated, and followed up, acting as a primary contact for inquiries regarding these directives.
• Maintain a comprehensive overview of the Complex/Directorate's activities and pending issues by monitoring communications, actions taken by departments, and follow-up activities. Generate reports to identify delays and ensure executive instructions are implemented efficiently.
• Uphold established procedures for response preparation for the VP/DG's signature, ensuring deadlines are met.
• Enhance the VP/DG's time efficiency by prioritizing incoming mail and communications.
• Oversee and guide Archive staff within the VP/DG's office.
• Prepare regular reports for the VP/DG on departmental responsiveness to improve overall effectiveness.

Executive Appointment, Meetings & Relationship Management

• Manage the VP/DG's calendar, including scheduling appointments, meetings, and conferences.
• Provide secretarial support for meetings involving the Complex/Directorate's management team and external stakeholders, and assist the VP/DG in their capacity as Chairman of management committees.
• Prepare meeting agendas, ensure necessary documentation is available, draft and distribute minutes, and follow up on agreed actions.
• Liaise with management within and across the Complex/Directorate to facilitate decision implementation and maintain strong relationships.
• Prepare briefing materials for the VP/DG's participation in internal and external events and track the implementation of related decisions.
• Coordinate protocol-related information for visiting dignitaries and diplomatic personnel meeting the VP/DG.
• Collaborate with other units to develop the VP/DG's mission programs and engagement plans.
• Assist in monitoring the VP/DG office's budget and support the front office team in its financial management.
• Help organize Complex/Directorate retreats and town hall meetings.

Knowledge Management

• Support focal points in implementing the knowledge management architecture in coordination with relevant units.
• Contribute to the enhancement of the executive information and follow-up system by staying informed about best practices.
• Assist in the development and execution of the Complex/Directorate's training plan.

Additional Information

The Islamic Development Bank (IsDB) is committed to a fair and transparent recruitment process. Applicants are advised that IsDB never requests payment for job applications, CV reviews, interviews, or processing. Furthermore, IsDB does not solicit bank account information from applicants. Be aware of fraudulent job postings or offers made in the name of IsDB.