IDB2488 - Senior Board Affairs Specialist

Job Purpose

The role contributes to the design and full automation of the rules / processes (including online documents flow) / procedures related to the functioning of the Board of Executive Directors, Board of Governors and other committees as well as for their smooth implementation, by coordinating administration / logistics activities for related BED/BOG events and overseeing the preparation of communications, the accuracy and proper uploading distribution of online board documents and other relevant information and materials, in accordance with IsDB processes and guidelines via complying with international standards and global best practices.

Key Accountabilities

• Liaises with several involved parties of IsDB Group and coordinates the prompt planning, organization and implementation of Board of Governors, General Assemblies, Board of Executive Directors of IsDB, Board of Directors and their committees and other committee meetings and events (scheduling, emoluments, travel, accommodation, allowances, communication, catering, entitlement disbursements, agenda formulation, related documents preparation and distribution etc.), in accordance with IsDB guidelines and standards.

   

• Administers board related systems and platforms and provides accurate necessary documentation for Board meetings, such as the distribution of Board and Committee papers for consideration and the preparation of summary records, minutes of meetings, briefings, and executive summaries, whilst ensuring their timely and efficient dissemination.

   

• Maintains official records and documents relating to the meetings of the Board of Governors, General Assemblies and Board of Executive Directors of IsDB in accordance with IsDB policies and procedures.

   

• Conducts post meeting evaluation, including data analysis and report generation for the management’s review.

   

• Maintains the official databases regarding contact information for Governors (including their alternates), representatives on General Assemblies and Board members

   

• Communicates regularly with Board Members and other internal and external stakeholders across the IsDB Group to resolve any relevant inquiries and, if needed, escalate outstanding issues.

   

• Participates in preparatory meetings with other IsDB departments for organizing high-level seminars, conferences, meetings and other events.

   

• Works out the manual of Executive Directors.

   

• Conducts the orientation program for the newly elected/appointed Executive Directors and supports them in understanding and adhering to the processes and rules of the Board.

   

• Reviews documents/reports issued by the General Secretariat to ensure accuracy and quality.

   

• Regularly reviews and updates important corporate documents such as Procedures Committee Reports, Annual Meeting drafts etc.

   

• Collects / consolidates input from various stakeholders across the bank and prepares and presents ad-hoc and periodic reports, as requested by the management

   

• Drafts policies, procedures and programs for BED/BOG meetings at the IsDB Group to be reviewed and approved by the management.

   

• Provides training, guidance and coaching to less experienced team members regarding Board Affairs related issues.

   

  Operational Excellence

   

• Contributes to the good governance of the bank by providing international quality control standards for issues related to the affairs of the division.

   

• Proposes improvements and updates of the meetings’ procedures to ensure that they are efficient, effective and in compliance with regulatory requirements.

   

• Ensure division work is carried out in compliance with policies, procedures and programs for BED/BOG meetings at IDB Group.
  
  
• Ensure the good quality of documents/papers/reports prepared by the Department.

Job Requirements

Academic qualifications

• Bachelor’s degree in Business / Public Administration, languages, international relations, Communications or any other related field

• Master’s degree in business administration, international relations or similar field (MBA) desired

Languages

• English (Mandatory)
• Arabic (Mandatory)
• French (Preferred) 

Minimum number of years and nature of experience

8 years of relevant experience in boards meetings/conferences and related online systems, ideally in regional/multilateral/ international organizations such as the United Nations or other MDBs/IFIs

Job specific competencies

• Interpersonal & communication skills (oral and writing)

• Knowledge of corporate governance, board protocols, policies, and procedures
• Organizing skills
• Business acumen / knowledge and understanding of the IDB Group’s activities
• Analytical thinking
• Good writing and editing skills in English and Arabic, ideally in French.
• Ability to handle confidential information in discrete manner
• Attention to detail and accuracy
• Knowledge of MS Office
• Executive information management
• Corporate governance
• Problem solving
• Computer skills
• Production and management of board - related systems and platforms (e.g. e-Board system)
• Management of board events’ practices / protocols and organization (e.g. Board of Governors Annual Meetings, etc.)
• Digital records and documents management process and functions

Location

Jeddah, Saudi Aarabia

Travel requirements