Board Affairs Officer
Role: To provide and implement and monitor logistical, administrative and secretarial support in organizing and planning Board of Executive Directors (BED)/ Board of Governors (BOG) meetings and main events and regular meetings taking place at IDB Group headquarters.
Activities:
- Contribute to process improvement by identifying more efficient process of executing work.
- Contribute in documenting procedural steps to follow up the operations of the division.
- Comply with the policies and procedures in the operational work of the division.
- Provide, implement and monitor necessary logistics support and assistance to the operational team in setting up rooms for BED/BOG meetings. Proactively check all the arrangements.
- Assist and ensure administrative and arrangement support for high-level meetings, BED/BOG meetings, its committees, and other meetings; including the emoluments and allowances, accommodation, communication and other services.
- Prepare required documents for meetings of the boards and related committees.
- Maintain administrative arrangements such as the preparation of invitations, notices, agendas, briefings, , records of proceedings and minutes, as well as other necessary documents and their circulation.
- Collect and gather minutes, and communiques emanating from the BED/BOG and annual meetings.
- Coordinate with archiving the original file of the Board meetings agenda documents in order to be sent to the IDB's main archives for record keeping.
- Ensure the documentation of the Board documents to be placed on the e-BED system for record and retrieval.
- Develop, maintain liaison and follow up with member countries in relation to membership matters, and update their status, information,..etc
- Coordinate, update and maintain the IDB Intranet and website regarding data and profile of Governors, Alternate Governors and Executive Directors.
- Keep an update record of counterparts in Member Countries and Multilateral development banks MDBs to facilitate communication.
- Ensure regular update and follow up of the e-BED system.
- Contribute to research on best method for executing board affairs activities.
- Provide technical guidance and support to board affairs staff/events members.
- Prepare and present regular progress reports and ad-hoc reports to keep the division seniors fully aware of the latest updates regarding the board affairs activities.
- Handle communications between IDB Group and entities to ensure effective coordination and cooperation in the board affairs field.
Other Information:
- mBoard protocols, policies and procedures
- Events and meeting scheduling
- Events administration
- Business Administration / any relevant discipline
- Bachelor's Degree with min 8 years of experience, or
- Master's Degree with min 5 years of experience, or
- Doctorate with min 3 years of experience.
The Islamic Development Bank is an international financial institution established in pursuance of the Declaration of Intent issued by the Conference of Finance Ministers of Muslim Countries held in Jeddah in Dhul Q'adah 1393H, corresponding to December 1973.
The purpose of the Bank is to foster the economic development and social progress of member countries and Muslim communities individually as well as jointly in accordance with the principles of Shari'ah i.e., Islamic Law.
The functions of the Bank are to participate in equity capital and grant loans for productive projects and enterprises besides providing financial assistance to member countries in other forms for economic and social development. The Bank is also required to establish and operate special funds for specific purposes including a fund for assistance to Muslim communities in non-member countries, in addition to setting up trust funds. The Bank is authorized to accept deposits and to mobilize financial resources through Shari'ah compatible modes. It is also charged with the responsibility of assisting in the promotion of foreign trade especially in capital goods, among member countries; providing technical assistance to member countries; and extending training facilities for personnel engaged in development activities in Muslim countries to conform to the Shari'ah.
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