IDB3338 - Board Documentation Specialist(Reporter)

Responsible for capturing the deliberations and decisions of the various high level meetings of IsDB Group including Board of Executive Directors, Boards of Directors, Boards of Governors, Boards of Assemblies and Boards’ Committees of IsDB Group in an accurate and efficient manner, while respecting and safeguarding the confidentiality of deliberations and documents.

Contribute to the quality review of all the submitted documents, , ensure timely preparation and management of the distribution lists, pre-read materials and documents shared during the meetings and oversee proper documentation archival, access assignment, security standards and removal of obsolete document as per the IsDB’s policies, standards and procedures.

Board Meetings Preparation:

• Ensure timely preparation, finalization, and distribution of all relevant documents like the distribution list, meeting agenda, relevant references to the past meetings, action items etc. in the appropriate format and languages, to the Members of the respective Boards (BED, BODs, BOG or Committees).

• Undertake first-level quality review of all the documents to be submitted to the respective Boards to ensure that the documents are relevant and complete.

• Obtain confirmations from all the attendees of the Meeting and prepare individual folders with all the relevant documents and information.

Board Meetings Reporting:

• Follow the meetings’ proceedings of the IsDBG Boards, Boards of Governors (BOG), General Assemblies, and Committees and take accurate note of allimportant points and decisions taken in these meetings.

• Produce high-quality, accurate, and synthesized record of the meetings’ deliberations/outcomes in the form of Minutes of meetings as per the set standards/ format and process them through set procedures for finalization and approval.

• Maintain digitized records of the documents discussed in meetings and the approved Minutes of Meetings for future reference.

• Ensure timely distribution of meetings’ records, documents and minutes to the concerned parties in a secure and confidential manner.

• While making sure the records of the meetings are kept confidential and secure, ensure they are accessible to all concerned parties through electronic document management systems, wherever possible.

Post Meeting Follow-Up and Archival:

• Put in place a follow-up system to monitor the implementation of meetings’ decisions and outcomes and provide regular reports to all concerned stakeholders.

• Make sure Boards documents are uploaded on the E-BED system for consultation/referral by the Management/Board Members and ensure regular updating of the system.

• Oversee timely and accurate storage, retention, and disposal of all materials & records from Board meetings, conferences, and events.

• Prepare and submit periodic and ad-hoc reports on the relevant aspects of meetings and decisions taken during the BED/BOG meetings in a timely manner.

• Ensure maintenance and updating of records of resolutions, policies, procedures, and rules for convening Board Meetings, conferences, and events in the IsDB for ready reference.

• Ensure regular and timely classification and archiving of Board documents, as per IsDB guidelines, and ensure safeguard and confidentiality of the same.

• Bachelor’s degree in the relevant field.

• Certificate in Archiving / Document Management System preferred.

• Minimum 5 years of experience in documentation and reporting at the Board Level, preferably in an International Development Institution.

• Knowledge of Board protocols, policies, and procedures.

• Organizing ability.

• Documentation and correspondence.

• Document Management and Archiving system.

• Attention to detail and accuracy.

• Time Management.

• Knowledge of MS Office suite.

• English - Mandatory

• Arabic - Preferred

• French - Preferred