Duties and Responsibilities
Secretariat Functions
• MC, GB, and BC Meetings:
o Organize logistics, facilitate proceedings, arrange associated events, prepare minutes, draft decisions/resolutions, monitor decision implementation, and execute strategic initiatives.
• MC, GB, and BC Documents/Information Package:
o Coordinate the production and dispatch of documents, ensure quality control, manage document sharing, prepare briefings, manage electronic document filing (EDMS), and handle Board Intelligence systems.
• Management and Communication:
o Facilitate communication between Management, MC, GB, and Member Countries, manage mailboxes, respond to inquiries, draft official correspondence, and coordinate member country visits.
• Board Capacity Building:
o Organize inductions and training for Board members, arrange retreats, and conduct Board effectiveness reviews.
• Secretariat Function for Board Committees:
o Supervise BC matters, approve meeting agendas, facilitate communication, maintain electronic files, arrange expert advice, update terms of reference, draft minutes, and conduct benchmarking for BC reconstitution.
Policy Development and Implementation
• Provide input or lead the development and review of institutional and departmental strategies and objectives.
Leadership and Direction
• Lead, mentor, and assess the OFBS team, set goals, provide feedback and technical guidance, and support capacity building and knowledge sharing within the department and organization.
Stakeholder Management and Engagement
• Manage communication with member countries and enhance engagement, represent the organization at external events, and work with external and internal stakeholders.
Qualifications and Experience
• Master’s degree in law, business administration, or related fields.
• Minimum of 10 years of relevant professional experience, including at least 5 years in an international development finance institution.
• Fluency in English.
Core Competencies
• Sense of Responsibility: Demonstrating ownership and accountability, fostering a culture of dependability.
• Ability to Work Under Pressure: Maintaining composure and focus, guiding the team, and managing stress.
• Effective Planning & Follow-Up: Setting clear goals, organizing tasks efficiently, and following through on commitments.
• Cross-Cultural Sensitivity: Understanding and respecting diverse cultures, adapting communication and behaviour, and ensuring effective collaboration.
• Communication: Articulating ideas clearly, actively listening, and facilitating communication within the team and with external stakeholders.
• Sensitivity and Confidentiality: Handling sensitive issues and information professionally and maintaining confidentiality.
Technical Competencies
• Meeting Management Expertise: Proficiency in organizing and facilitating meetings, including logistics, material preparation, and smooth conduct of proceedings.
• Document Management Skills: Coordinating document production, quality control, distribution, and management through EDMS.
• Policy Development and Implementation: Experience in developing and implementing institutional strategies and policies.
• Stakeholder Relationship Management: Managing relationships with diverse stakeholders, effective communication, and fostering engagement.
• Leadership and Team Management: Strong leadership skills, setting goals, mentoring, promoting collaboration, and optimizing team performance.
This role requires a combination of strong leadership, organizational, and communication skills, along with technical expertise in document and meeting management, policy development, and stakeholder engagement.
