Job ID IDB3370
Job Grade: E2
Business Unit: ITFC
Division: Not Applicable
Department: Not Applicable
Country: Saudi Arabia
Location: Saudi Arabia - Jeddah
Closing date: 25-Nov-2024
JOB PURPOSE:
1. This role focuses on ensuring the efficient management and administration of all matters related to the Board of Directors, Board Committees, and General Assembly meetings.
2. The position will facilitate effective communication and coordination between Board members and ITFC management, maintain the safe custody of official documents, and manage the logistical preparations for meetings, ensuring the highest standards of corporate governance are met.
KEY RESPONSIBILITIES:
Corporate Secretariat Management
1. Manage the Board secretariat services and administrative support for the Board of Directors, Board Committees, and General Assembly
2. Distribute Board and Committee documents, prepare Meeting Notices, Agenda, Briefings, Resolutions, Records of proceedings, and Minutes of meetings
3. Assist in coordinating and conducting the elections of Board of Directors members promptly and transparently following relevant Rules and Regulations
4. Maintain and ensure the safe custody of official documents related to the Board of Directors, Board Committees, and General Assembly meetings
Documentation and Communication
1. Provide timely and accurate interpretation, translation, and documentation services for meetings, conferences, and other Board-related events
2. Ensure effective and timely communication with all stakeholders regarding meeting notices, agenda items, minutes of meetings, and relevant documents
3. Coordinate with relevant functions for event management and corporate communication activities related to Board members
Logistical and Organizational Support
1. Manage the overall organizational and logistical preparations for Board of Directors, Board Committees, and Annual Meetings according to the highest standards observed by other MDBs and IFIs
2. Ensure all meetings’ logistical and secretarial requirements are executed effectively and on time
3. Assure provision of all logistics for Board meetings and other engagements
Legal and Archival Duties
1. Ensure legal clearance for all official documents
2. Ensure proper archiving, confidentiality, and ease of access to all documents
3. Maintain accurate and up-to-date records of all corporate governance activities
ADDITIONAL RESPONSIBILITIES
1. Ensure timely and effective communication of news and press releases with the Corporate Communications Department
2. Provide high-quality and professional advisory and technical assistance to the CEO and other senior management on matters related to the Corporate Secretariat
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