Board Secretariat Officer

Board Secretariat Officer

Vacancy Number: 206

Department/Unit: Legal Services
Deadline of Applications: September 13, 2024
Required Languages: English
Contract Type: HC
Grade: Professional
Job Category: F
Recruitment Status: International

Job Profile:
The Board Secretariat Officer is responsible for handling a broad range of responsibilities related to the Ministerial Council (MC), Governing Board (GB) and Board Committees (BCs) within the OPEC Fund Board Secretariat. The incumbent will provide corporate services of a general nature and execute tasks incidental to the effective functioning of the Corporate Secretariat, in coordination with relevant departments.

Duties and Responsibilities:
MC and GB Meetings
Handle assigned responsibilities related to organizing and conducting the meetings of the MC and GB, including:
• Arranging meeting logistics
• Facilitating meeting proceedings
• Organizing associated events before or after the MC meeting
• Preparing minutes of meeting
• Assisting with preparation of decisions (for meetings, motions, fast track process, and special sessions)
• Monitoring the implementation of decisions and progress reporting.

GB/MC/BCs documents/information package
Handle assigned responsibilities related to the production and circulation of MC, GB and BCs documents and information packages, including:
• Conducting MC/GB/BCs documents quality control, ensuring compliance with standards, and providing guidance on requirements
• Document/information sharing and preparing briefings for chairpersons of MC/GB/BCs before meetings
• Distribution of documents to the MC/GB/BC members within the specified timelines
• EDMS document filing and management
• Coordinating the monthly fast track approval process
• Organizing special sessions (if requested by the GB or MC)

Relationship between Management and the GB/MC and correspondence amongst these organs
Handle assigned responsibilities related to managing relationship, communication and coordination in relation to MC/GB/BCs, including:
• Facilitating the relationship between Management and the GB/MC and Member Countries
• GB/MC mailbox management, and responding to inquiries/requests from the GB/MC
• Drafting the DG’s official correspondence in response to such matters
• Document repository management and acting as custodian of GB/MC documents on EDMS

Board Training and Development/Related Items
Handle assigned responsibilities in relation to Board Training and development, including:
• Organizing inductions for new Board members and periodic trainings for GB members
• Arranging retreats involving the Board and Management, as approved
• Organizing periodic Board effectiveness reviews
• Arranging for external technical experts for Board Committee meetings, if requested

Secretariat Functions for the Budget and Strategy Committee (BSC)
Handle assigned responsibilities in relation to coordinating matters relevant to the efficient and effective functioning of BCs, including:
• Seeking approval of the date and agenda of meetings from the Chairman of the BC
• Facilitating effective communication and a smooth flow of information between Management and the assigned BCs
• Maintaining the electronic folders and committee files on the EDMS
• Keeping record of and facilitating the update of membership status/changes or term renewal of BC members
• Arranging for independent experts to advise on technical issues for specific BCs, if required
• Facilitating annual performance evaluation of the BCs, as part of the Board effectiveness exercise
• Updating the Terms of Reference & Rules of Procedures of the BCs, if required
• Drafting the minutes and keeping records of the meetings of specific BCs
• Preparing presentation notes for the Chairman, as well as documents and reports to be submitted at the relevant GB sessions, for specific Board Committees

Secretariat Functions for the Audit and Risk Committee
Handle the following responsibilities in relation to the Audit and Risk Committee:
General support
• Provide functional support to the Audit and Risk Committee (ARC) in line with duties and responsibilities specified in the Audit and Risk Committee’s Terms of Reference and Rules of Procedure
Responsibilities
• Assist the Chairman of the ARC in drafting Committee-related documents, such as quarterly reports and presentations to the GB, ARC’s resolutions, work plan, minutes of meetings and the resulting action points
• Liaise with the Focal Point for Management and maintaining with the Chief Auditor the follow-up and monitoring mechanism established by the ARC
• Coordinate with the Focal Point quarterly reporting requirements and documents submitted to the ARC
• Review and update the ARC-related policies, such as the Terms of Reference and Rules of Procedure
• Prepare monitoring reports of Internal Audit Function’s performance against agreed key performance indicators in line with the monitoring mechanism established by the Chief Auditor
Business meetings / events
• Maintain records of all meeting papers and minutes, the ARC’s key functional and administrative arrangements, and any other matters relevant to the conduct of the ARC or its meetings, including managing the ARC’s EDMS folder
• Make all arrangements for the holding of the ARC’s meetings and events

Secretariat Functions for the Budget and Strategy Committee (BSC)
Handle the following responsibilities in relation to the BSC:
General support
• Provide functional support to the BSC in line with duties and responsibilities specified in the Audit and Risk Committee’s Terms of Reference and Rules of Procedure
Responsibilities
• Assist the Chairman of the BSC in drafting Committee-related documents, such as quarterly reports and presentations to the GB, BSC’s resolutions, work plan, minutes of meetings and the resulting action points
• Liaise with the Focal Point for Management and any follow-up and monitoring mechanism established by the BSC
• Review and update the BSC related document, such as the Terms of Reference and Rules of Procedure

Business meetings / events
• Maintain records of all meeting papers and minutes, the BSC’s key functional and administrative arrangements, and any other matters relevant to the conduct of the BSC or its meetings, including managing the BSC’s EDMS folder
• Make all arrangements for the holding of the BSC’s meetings and events

Ad-hoc Assignments
• Carry out such other functions or responsibilities within the main accountabilities of the OFBS, as may be assigned by supervisor

Qualifications and Experience:
• Master’s degree in business administration, law, or another related field. A Bachelor’s Degree plus an additional two years’ of relevant experience will be considered in lieu of a Master’s degree
• Minimum of five (5) years relevant professional experience with a Masters' degree or seven (7) years relevant professional experience with a Bachelor's degree
• Relevant professional certifications, e.g. Certified Corporate Governance Officer
• Fluent in English. Good working knowledge of Arabic, French or Spanish is an added advantage

Competencies
• Collaboration and Teamwork - The ability to effectively work with colleagues, stakeholders and partners to achieve shared goals.
• Communication - The ability to relay ideas, information and messages effectively and succinctly to a variety of audiences.
• Sense of Responsibility - The ability to demonstrate ownership and accountability in tasks and outcomes; uphold reliability and commitment to fulfilling responsibilities.
• Decision making - The ability to analyze information comprehensively to make well-informed decisions; assess both immediate and long-term ramifications.
• Subject Matter Knowledge - The in-depth understanding and expertise in specific fields relevant to the OPEC Fund's operations and the individual's role.
• Ability to Work Under Pressure - The capacity to remain composed, focused and productive when facing tight deadlines, high-stakes situations and demanding workloads.