Principal Board Affairs Officer and Committee Secretary - (Audit and Finance Committee) AUFI at African Development Bank - AfDB

Reference: ADB/17/329
Location: Côte d’Ivoire
Grade: PL4
Position N°: 50076299

The Complex

• The President, plans, supervises and manages the business of the Bank Group. Under the direction of the Boards of Directors, the President conducts the business of the Bank and the African Development Fund and manages operations and activities in accordance with the Agreements establishing the African Development Bank and the African Development Bank.
• The President supervises several Departments and Units including Office of the President; Independent Development Evaluation Department; Integrity and Anti-Corruption Department; Compliance Review and Mediation Unit; Secretariat to the Sanctions Appeals Board; Administrative Tribunal; Office of the Auditor General; Group Risk Management Directorate;  General Counsel and Legal Services Department; Communication and External Relations Department; Staff Integrity and Ethics Office  and Office of the Secretary General & General Secretariat.

The Hiring Department/Division

• The role of the Bank’s Office of the Secretary General and the General Secretariat is to facilitate the delivery of the objectives of the Bank’s Ten Year Strategy, High 5s, and Development and Business Delivery Model (DBDM) by enhancing the decision-making process of the governance organs and forging better working relationships with the shareholders and host countries of the Bank. The Secretary General and the General Secretariat  is comprised of:
  • The Immediate Office of the Secretary General  which has the additional responsibility of managing the Records Management and Archives Section and the Corporate Governance Policy and Shareholder Relations Section;
  • Board Affairs and Proceedings Division;
  • Protocol, Privileges and Immunities Division; and
  • Conferences and Meetings Division.
• The main functions of the Board Affairs and Proceedings Division (PSEG.1) are the following:
  • Prepare the work programmes, the agenda and the Board and Committee meeting schedules;
  • Organise the meetings of the Boards and their committees, and provide secretariat services;
  • Provide secretariat services to the Boards of Governors and their subsidiary organs, and manage the relationships between these Boards and senior management;
  • Ensure the monitoring of the implementation of board decisions by the organisational units concerned; and
  • Provide administrative and support services to the members of elected officials, and also as regards recruitment for their offices; and
  • Conserve and safeguard the Bank’s institutional memory.

The Position

• This position’s overall objective is to provide secretariat services to the Boards of Governors, the Boards of Directors and the Audit and Finance Committee, including drafting, revising and translating meeting reports while ensuring the proper conduct of meetings of the Boards of Directors, the Boards of Governors and their subsidiary organs.

Duties and Responsibilities
Under the supervision and guidance of the Division Manager  Board Affairs & proceeding, the Principal Board Affairs Officer and Committee Secretary assure the following duties:

• Contribute to the effectiveness and efficiency of the Boards of Directors and Boards of Governors and the Audit and Finance (AUFI) Committee by enhancing the decision-making process;
• Assist the Audit and Finance Committee Chair to prepare and conduct Audit and Finance (AUFI) meetings and advise on any relevant matters;
• Prepare background papers, analyses and recommendations to be used by the Audit and Finance (AUFI) Chairperson and members;
• Coordinate the activities of the Audit and Finance Committee and manage the relationship between Senior Management and members;
• Cover Audit and Finance Committee meetings, analyse and determine the thrust of the discussions/deliberations and synthesize and prepare a succinct summary of the main decisions and conclusions reached;
• Contribute to strengthening the effectiveness of the Audit and Finance (AUFI) Committee through research and submission of documents on issues under consideration;
• Populate the Board Dashboard and follow up on Audit and Finance Committee recommendations;
• Ensure the coverage of relevant Boards of Governors meetings; analyse and determine the thrust of discussions/deliberations and synthesize and draft the main decisions and conclusions reached;
• Translate, when and as necessary, in the other working language of the Bank, the synthesis and reports drafted;
• Carry out any other assignment required by service exigency. 

Selection Criteria
Including desirable skills, knowledge and experience:

• Holds at least a Master’s degree or its equivalent in Communication, Economics, International Relations, Development Studies, Development Finance, Social Science and other related disciplines.
• Have a minimum of six years (6) years of relevant professional experience in similar organizations.
• Have strong and proven translation skills.
• Have sound financial knowledge.
• Private sector experience will be an added advantage.
• Have excellent analytical and drafting skills and be good at summarizing and synthesizing.
• Be able to identify and meet clients' needs within the framework of established rules on the processing of reports and identify appropriate solutions and alternatives when necessary;
• Be able to work efficiently under pressure and be willing to work long hours to meet tight deadlines.
• Be able to multi-task, excellent problem solving skill and attention to detail.
• Have excellent interpersonal skills demonstrated by the ability to work in a multicultural environment with sensitivity and respect for diversity.
• Show proof of discretion, tactfulness and flexibility in dealing with clients such as the Boards of Governors, Boards of Directors, Ambassadors and Senior Management.
• Proficiency in English and French both written and oral is important.
• Competence in the use of standard MS Office software (Word, Excel, PowerPoint), practical knowledge of SAP systems will be an advantage.