Administrative Coordinator
Islamic Development Bank
مجموع سنوات الخبرة :11 years, 10 أشهر
I am working as a focal point in the department for coordinating and streamlining the workflow.
To communicate and follow up on pending issues and taking necessary corrective actions as per policies and
procedures.
Coordination & Follow-Up
- Follow up after the meetings in collaboration with the concerned staff all the actions that should be taken to be completed for the events (Annual Meetings- Board Meetings)
- Review payment/disbursement requests and process them for the division/department, as needed.
Administrative and Translation Support
- Prepare memorandums on routine and outstanding issues.
- Translate the incoming and outgoing mails verbally to my Director (Fr to En & Ar)
- preparing and submitting for the approval of the Director the annual leave plan of the General Secretariat Staff
- Handling administrative duties and inquiries about the French Consulate by (Phone-Email-Face to Face)
- Efficient Sorting, and Processing of Incoming Mail to the French Consulate's website
- Update the website of the French consulate's and Twitter Fr.En. and Ar as per the request from the Consul General or Vice Consul
- Focal point between Cultural Department, Visa Department in France Consulate and Al Etimad -VFS
- Receiving applicants for a long stay visa (students, spouses of French, Business men-Investors)
- Reviewing applicants document, Check list.
- Supervising the daily functions of the customers services
- Responding to and resolving complex problems related to long stay visas and services provided.
- providing feedback and reports on the performance of Services to the Operations Manager of Al Etimad - VFS
It is a Mission from 15th of June 2016 to 15th of Sep 2016
- Reviewing applicants document, Check list
- Processing in the System of the French Ministry of Foreign Affairs
- Receiving of long-stay visa applicants(Diplomatic, students, spouses of French, Visitors)
- Assess applications for Visa entry to France in accordance with the French Consulate law and policy
Functional Assistant
Assists CSD Director and HR, Admin Units in the day-to-day operations, planning, organization and controlling of efficient processes that provides the maximum benefits to the Professional Staff
- Handling various assignments at the same time under extreme pressure to meet deadlines.
- Coordinate activities and logistics for the unites
- Maintain control of documents and filing
- Assist the Director with meetings and communications
- Coordinate the arrangement of Travel and logistical requirements for missions
- Drafting minutes of internal meetings
Admin Support:
- Follow up with the translator the completion of the documents needed for Iqama in collaboration with the Government Relations Unit.
- Arranging the necessary logistics for the external candidates to be provided with required entry visas, hotel accommodation, and transportation in close coordination with Admin Division.
- Providing support and assistance to the new comers
- Ensure with Admin Division and IT that the new comers have an office space and computer equipment etc.
- Serve as liaison between Social Committee Chairman and Social Committee Members
- Attend Bi-Weekly committee meeting and notify social committee Members on all relevant information
- Drafting and updating the action plans for Social Committee meetings
HR Support
- Conducting telephone interviews.
- Prepare the long list of candidates for review by the concerned line manager
- Schedule and coordinate interviews cooperatively with Interview Panel
- Prepare binders with all required documents (candidate CV, interview guidelines, job description)
- Acting as liaison officer between IFTDP Candidates (Islamic Finance Talent Development Program) and recruiter Head of HR
- Conducting background checks
- Processing payment and disbursement as needed for admin and HR
- Preparing job offer letters in a standard format with the agreed salary package.
- Performing reference and background checks for potential employees
Senior Technical Assistant - IT Department
- Ensure the smooth and effective functioning of training events and special projects
- Creating and organizing training materials PowerPoint presentations, worksheet. And handouts.
- Designing Videos-Digital Magazines using (Adobe software)
- Securing and managing training locations
- Creating timelines and work plans for each event, as directed by the team leads.
- Summarizing evaluation reports for trainings and providing outcomes to the manager
- Focal point of the Department for stationery supplies SAP MM, " Material Management" and travel system.
Technical Assistant - Human Development Department
- Maintaining Meeting Schedule for the Director.
- In-charge of organizing meetings at the IDB Headquarters and arranging visits of overseas guest of the Department
- Taking care of the incoming and outgoing mail of the Director.
- preparing and submitting for the approval of the Director the annual leave plan of department staff
- Typing/Formatting/Editing English/Arabic/French languages letters/circulars documents.
- Focal point of the Department for stationery supplies SAP MM, travel system.
Administration Office
- Create and save the Information’s of company Products Book, CD, DVD.ELVIS System
B+ 3,93