IDB3345 – Board Affairs Specialist

Job Purpose:

As the focal point for all Boards of Directors, Governors and Committees, the role is to provide advanced level expertise in the design and full automation of the rules, processes (including online documents flow) and procedures related to the functioning of the Boards and committees. Is responsible for the end-to-end Board Election process and provides induction trainings and any needed support to the new Board Members.

In coordination with other relevant Departments / Entities, the role provides general assistance for any requests / issues that may arise and delegate them, accordingly, monitor their resolution, follow up on decisions made and oversee their implementation.

The role is also 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:

IsDB Group Boards Relations and Services:

• Serves as a key focal point for all matters related to Board Relations and Services across the IsDB Group, troubleshoot, and resolve any issues related to the smooth functioning of the Boards (BED/BoD) and other Committees’ meetings according to IsDB policies and procedures.
• Coordinates and manages efficient and effective communication channels between IsDB Management/ Group Entities and the Members of Boards to ensure effective coordination and flow of information.
• Manages the timely preparation, submission, and publication of Boards documents (BED/BOD/BOG/GA)
• Organizes and oversees the smooth implementation of the Board and other committees’ elections meetings, in accordance with the requirements under the relevant rules IsDB guidelines and standards.
• Provides accurate necessary documentation for Board meetings, such as the distribution of Board of Governors and Procedures Committee papers for consideration and the preparation of summary records, minutes of meetings, briefings, and executive summaries, whilst ensuring their timely and efficient dissemination.
• Oversees and facilitates pre-meetings and post-meetings arrangements (logistics, communication, agenda, material etc.), ensuring that all necessary activities have been implemented properly and timely.
• Maintains official records and documents relating to the meetings of the Board of Governors and General Assemblies in accordance with IsDBG policies and procedures.
• Conducts post meeting evaluation, including data analysis and report generation for the management’s review.
• Communicates regularly with Member Countries in relation to membership matters Board Members and other internal and external stakeholders across the IsDB Group to resolve any relevant inquiries and build and maintain excellent business relations, if needed, escalate outstanding issues.
• Maintains the BED Members’ calendars and schedules, ensuring that the BED members are fully prepared for each meeting/event.
• Monitor and follow up on BED/BODs and their Committees’ post-meetings actions and decisions, proposes corrective measures to the management and overviews their prompt implementation.
• In cooperation with other concerned IsDB Group functions, conducts the orientation program for the newly elected/appointed Executive Directors and provides them with needed support and assistance, including arrangements for proper reception etc.
• Collects / consolidates input Participate in the preparatory meetings with other IsDB departments for organizing high-level seminars, conferences, meetings, and other events.
• Collect and consolidate inputs from various stakeholders across the Bank and prepares and submits period and / or present ad-hoc and periodic reports to, as requested by the Management.

IsDB Group Annual Meeting:

• Serve as a member of the Annual Meeting Secretariat Committee and perform related tasks in relation to the committee’s terms of reference.
• Serve as General Secretariat focal point in the exercise of the agenda and documents of the Board of Governors (BOG) and General Assemblies (GA) in cooperation with concerned IsDBG Business Units.
• During the annual meetings, organize and oversee the smooth implementation (in a timely and transparent manner) of the election of the Board of Executive Directors, in accordance with relevant rules and regulations.

Operational Excellence:

• Contribute to the continuous process improvement by identifying, proposing, and implementing more efficient ways of executing the board relations coordination, facilitation and follow up activities, in compliance with regulatory requirements.
• Ensure all related activities are carried out in compliance with IsDB Group’s policies, procedures, rules, and standards.

Academic and Professional Qualifications:

• Bachelor’s degree in Business / Public Administration, Marketing, Communications Company Secretaryship, or related field.
• Minimum 5 years of experience in Board Relations, preferably in an International Development Institution.

Skills & Necessary Knowledge:

• Knowledge of corporate governance, board protocols, policies, and procedures
• Organizing skills
• Business acumen / knowledge and understanding of the IsDB Group’s activities.
• Analytical thinking
• Ability to handle confidential information in discrete manner.
• Attention to detail and accuracy.
• Executive information management
• Problem solving
• 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.)
• Knowledge of the Documents Management System.
• MS Office skills.

Languages:

• English – Mandatory
• Arabic – Mandatory
• French – Preferred