Support Event management
Islamic Development Bank
Total years of experience :16 years, 3 Months
Prepare draft administrative correspondence on matters relating to procurement.
• Assist in document management and administrative activities for Facility Services.
• Receive and review invoices from vendors for accuracy and validity as per agreed contract/PO.
• Obtain and follow up invoices and process them to the Corporate Procurement Division for release of payments.
• Follow-up on pending purchasing orders.
• Communicate with stakeholders and suppliers.
• Participate in negotiations with local and international vendors.
• Monitor and follow up on the delivery of materials/services.
• Contribute to process improvement by identifying more efficient ways of executing work.
• Comply with policies in operational work of the department.
• Coordinate with all IDB Group departments, entities and staff members to get the information required for any event management activities.
• Preparing meeting agendas.
• Coordinating and following-up with concerned directors on day-to-day matters and updating the Director manager.
• Organizing and arranging meetings of the administration.
• Preparing minutes of meeting.
• Equipment offices with all necessary supplies.
• Drafting memos and communication with respective departments.
• Preparing reports whenever required.
• Assisting in implementing and following up the Administration Services Department annual work plan and budget.
• Coordinating with Division internal and external clients.
• Maintaining and following the Bank’s guidelines and procedures.
• Updating the Manager and Senior Staff on the outcome of any outstanding matters.
• Assisting the manager in finalizing the performance evaluation of the staff.
Preparing meeting agendas.
Preparing minutes of meeting.
Preparing reports whenever required.
Drafting memos and communication with respective departments.
Organizing and arranging meetings of the administration.
Coordinating and following-up with concerned directors on day-to-
day matters and updating the Director.
Coordinating with Division internal and external clients.
Assisting in implementing and following up the Administration
Services Department annual work plan and budget.
Assisting the Division manager in finalizing the performance
evaluation of the staff.
Equipment offices with all necessary supplies.
Maintaining and following the Bank’s guidelines and procedures.
Updating the Manager and Senior Staff on the outcome of any outstanding matters.
Planning and budgeting for Staff Social Club events.
Plan and implement social and creational activities in coordination
with relevant IDB Group entities and departments.
Prepare Letters of Intent (LOI) to the selected vendors and Regret
Letters for the nonelected vendors.
Prepare draft administrative correspondence on matters relating to
procurement.
Prepare and present regular progress reports and ad-hoc reports.
Participate in negotiations with local and international vendors.
Participate in knowledge sharing activities.
Provide support in serving special guests and attending to special
needs of visitors.
Coordinate the work of the Club’s team members related to relevant
events (sports, social, cultural, farewells, etc.)
Coordinate with all IDB Group departments, entities and staff members to get the information required for Staff Social Club
activities.
Coordinate and assist to finalize the drafts of contracts from the
vendor and process them with the Legal Department departments.
Contribute to process improvement by identifying more efficient
ways of executing work.
Communicate with suppliers and contractors regarding purchase
requisitions, specifications, bids, contracts, orders, and related
matters.
Comply with policies in operational work of the division.
Assist in document management and administrative activities for
procurement Services.
Administer the process of procurement and quotations.
Make logistical arrangements for Staff Social Club events such as distributing invitations, venue decoration, seating arrangement,
reception arrangements, banquets (menu preparation & food service).
Monitor and follow up on the delivery of materials/services.
Maintain appropriate records and files related to available resources,
programs, expenditures, and other Staff Social Club matters
Develop with seniors Request for Proposals (RFP) and Request for
Information (RFI)
Receive and review invoices from vendors for accuracy and validity
as per agreed contract/PO
Obtain and follow up invoices and process them to the Financial
Control Department for release of payments.
Follow-up on pending purchasing orders.
Keep retirees updated with relevant events.
Share technical knowledge with the social club members and support Staff.
Handle communications between IDB Group various entities to ensure effective coordination and cooperation for Staff Social Club
activities.
Updating the Manager and Senior Staff on the outcome of any outstanding matters and other administrative tasks that might be need.
• Preparing meeting agendas
• Coordinating and following-up with concerned departments day to day matters and updating the Division manager
• Organizing and arranging meetings of the Division
• Preparing minutes of meeting
• Equipment offices with all necessary supplies
• Drafting memos and communication with respective departments
• Preparing reports whenever required
• Assisting in implementing and following up the Travel and Logistics Services Division annual work plan and budget
• Coordinating with Division internal and external clients
• Maintaining and following the Bank’s guidelines and procedures
• Updating the Manager and Senior Staff on the outcome of any outstanding matters
• Assisting the Division manager in finalizing the performance evaluation of the staff
• Uploading data daily
• Scanning documents
• Ensuring correct uploading and scanning of documents.
• Indexing Bank Secretariat-related documents in the system
• Entering data
• Following-up on the quality of documents
• Scanning documents
• Setting strategies and plans of applying the best ways prior to the event
• Assisting the Director in preparing tasks related to event, such as (budget, catering, messages, agenda, venue management, follow up)
• Setting the desk of invitations for the participants and guests for confirming the attendance
• Communicating with business administrations concerned with supply of services, i.e. visual displays, hosting, accommodation, and travel arrangements
• Liaising with vendors specialized in marketing exhibitions, hotels and advertising in order to get competitive price
1. Bachelor's degree from KAAU in Islamaic Art ( 2007) Workshops: • Product pricing and marketing • Effective negotiation skills (KAAU) • Communication skills • Windows7 (Nesma Training)
