Planning & Follow-up Senior Specialist

Job Purpose

Planning & Follow-Up Senior Specialist

Jobholders at this level are capable of operating with minimal supervision. They work within guidelines and procedures in order to prepare more complex, specialized or ad-hoc reports in their related field. They contribute to the completion of milestones or operational targets within the assigned functional area.

They undertake operational activities including organizing BoD and Committees’ meetings, dealing with internal stakeholders, and ensuring fulfilment of requests.

Roles And Responsibilities

Meetings’ Coordination and Management

• Organize BoD and Committees’ meetings, including coordination of schedule, consolidating agenda, and arranging the presence of concerned external attendees
• Coordinate logistical requirements for BoD and Committees’ meetings including room setup, availability and cleanliness of meetings facilities, required food and beverages, etc.
• Send invites to BoD and Committees’ members, in addition to relevant internal or external stakeholders in a timely manner and ensure all attendees are well informed of meetings’ agendas
• Collect all necessary information, documents, and data to be discussed during meetings or/and share them on the Convene Platform
• Attend BoD and Committees’ meetings, keep record of attendance to make sure that there is a quorum, and facilitate the voting process for meetings’ decisions
• Obtain MoM approvals and signatures from participants and provide a copy to BoD and Committees’ members as well as relevant internal/external attendees
• Communicate BoD and Committees’ decisions with relevant stakeholders for action implementation
  
  
  

Decisions’ Follow-up and Reporting

• Handle BoD and Committees’ incoming and outgoing correspondences ensuring confidentiality and timeliness, and follow-up with relevant stakeholders in case of needed action
• Record, file, and archive all meetings’ presentations, agendas, MoMs, and correspondences in line with policies and procedures
  
  
  

Requests Management

• Coordinate requests received from internal stakeholders across functions, address requirements and report on status ensuring fulfilment in a timely and accurate manner
  
  
  

Organization and Operations

• Follow all relevant policies, processes and standard operating procedures so that work is carried out in a controlled and consistent manner
• Help in solving escalated problems and provide needed support for junior team to ensure work is carried out in an efficient manner
• Escalate complex problems to the relevant person to ensure cases/issues are closed properly
• Perform other duties as requested
  
  
  

Job Qualifications And Requirements

Planning & Follow-Up Senior Specialist

A minimum of 2 years of relevant experience

Bachelor’s degree in Business Administration or equivalent is required