Board Affairs Officer and Committee Secretary - External Communications and the Bank Group Annual Meetings (ECAM) Committee at African Development Bank - AfDB

Reference: ADB/17/324
Location: Côte d’Ivoire
Grade: PL6
Position N°: 50078455

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 Fund.
• 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 shareholders and host countries of the Bank. The Secretary General and the General Secretariat is comprised of: (i) 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; (ii) a Board Affairs and Proceedings Division; (iii) a Protocol, Privileges and Immunities Division; and (iv) a Conferences and Meetings Division.

The main functions of the Board Affairs and Proceedings Division (PSEG.1) are the following: (i) prepare the work programmes, the agenda and the Board and Committee meeting schedules; (ii) organise the meetings of the Boards and their committees, and provide secretariat services; (iii) provide secretariat services to the Boards of Governors and their subsidiary organs, and manage the relationships between these Boards and senior management; iv) ensure the monitoring of the implementation of board decisions by the organisational units concerned; and (v) provide administrative and support services to the members of elected officials, and also as regards recruitment for their offices; and (vi) 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 External Communications and the Bank Group Annual Meetings (ECAM) 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 Chief Board Affairs & Advisory Services Officer, the Board Affairs Officer and Committee Secretary, External Communications and the Bank Group Annual Meetings (ECAM) Committee will:

• Contribute to the effectiveness and efficiency of the Boards of Directors and Boards of Governors and the External Communications and the Bank Group Annual Meetings (ECAM) Committee by enhancing the decision-making process;
• Draft highlights of Board meetings;
• Assist the External Communications and the Bank Group Annual Meetings (ECAM) Committee Chair in preparing and conducting Committee meetings and advise on any relevant matters ;
• Prepare background papers, analyses and recommendations to be used by the ECAM Committee Chairperson and members;
• Coordinate the activities of the External Communications and the Bank Group Annual Meetings (ECAM) Committee and manage the relationship between Senior Management and members;
• Cover ECAM Committee meetings, analyse and determine the thrust of discussions/deliberations and then synthesize and draft the main decisions and conclusions reached;
• Contribute to strengthening the effectiveness of the External Communications and the Bank Group Annual Meetings (ECAM) Committee through research and submission of documents on issues under consideration;
• Populate the Board Dashboard and follow up on External Communications and the Bank Group Annual Meetings (ECAM) Committee recommendations;
• Ensure the coverage of relevant Boards of Governors meetings and analyse the thrust of discussions/deliberations, 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:

• Hold at least a Master’s degree or its equivalent in Communication, Economics, International Relations, Development Studies, Development Finance, Social Science, Human Resources and other related disciplines.
• Have a minimum of four (4) years of relevant professional experience in similar organizations.
• Have excellent analytical and drafting skills and be good at summarizing and synthesizing.
• Have strong aptitude to translate into the other working language of the bank.
• Be able to identify and meet clients' needs within the framework of the established rules on the processing of reports and identify appropriate solutions as well as alternatives when necessary.
• Private sector experience will be an added advantage.
• 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 and be able 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.