Chief Board Programme and Quality Control Coordinator - PSEG1 at African Development Bank - AfDB

Reference: ADB/18/130
Location: Côte d’Ivoire
Grade: PL3
Position N°: 50001407

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

• The role of the Banks' Office of the Secretary General and the General Secretariat (PSEG) 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.
• PSEG serves as the Secretariat of the Boards of Governors and Boards of Directors and is comprised of: (i) the Immediate Office of the Secretary General (PSEG.0) which has the additional responsibility of managing the Records Management and Archives Section as well as the Conferences and Meetings Section; (ii) a Board Affairs and Proceedings Division (PSEG.1); and (iii) a Protocol, Privileges and Immunities Division (PSEG.2).
• The main functions of the Board Affairs and Proceedings Division (PSEG.1) are to: (i) Prepare the work programmes, agenda and schedules of meetings of the Boards and the Committees; (ii) Organize meetings of the Boards and their committees, as well as provide them with secretarial services; (iii) Provide secretariat services for the Boards of Governors and their subsidiary organs, and manage the relations between these Boards and Senior Management; (iv) Monitor the implementation of decisions of the Boards by the organizational units concerned; (v) Provide administrative, and support services to Elected Officers, and provide recruitment support for their offices; and (vi) Preserve and safeguard the Bank’s institutional memory

The Position

• The Chief Board Programme and Quality Control Coordinator’s main objective is to serve as Head of Board Programming, Coordination & Quality Control Section and is responsible for overseeing the work of the section in:
• Coordinating the preparation and implementation of the work programme of the Boards and their subsidiary organs;
• Follow-up of the decisions and recommendations the Boards and their subsidiary organs;
• Preparing, distributing and managing the documentation of the Boards.

Duties and Responsibilities
Under the supervision and guidance of the Division Manager, Board Affairs and Proceedings Division (PSEG.1), the Chief Board Programme and Quality Control Coordinator will:

• Assist in the preparation of the semi-annual programme of work of the Boards and their subsidiary organs and develop this planning tool to be consistent with the Bank's strategies and priorities as well as with the means (time and resources):
  • Review the semi-annual work of the Boards and their subsidiary organs in relation to the planned program and draw lessons for the programme of work to be prepared;
  • Make contact with all the organizational units of the Bank, at least two months before the beginning of the semester concerned, and ask them, by means of a memo, to submit to the Secretary General their work programme for the next semester;
  • Collect all information gathered and establish the work programme of Boards and their subsidiary organs, separating information and working documents, indicating progress in preparation, probable reporting period, organizational unit concerned;
  • Analyze, in a synthetic and qualitative manner, the semi-annual programme submitted, indicating the strategic axes and orientations for each sector (operations, finance, administration and institutional aspects), as well as possible constraints and expected results;
  • Analyze quantitatively the volume of work of the Boards and their subsidiary organs and indicate the number and type of documents to be submitted (loan amount, breakdown by sector, by window);
  • Organize a consultation meeting with the organizational units and submit the draft work programme;
  • Finalize the work programme and submit it to the Boards for approval.
• Coordinate and monitor the implementation of the work programme of the Boards and their subsidiary organs:
  • Establish on the basis of the bi-annual programme of work a bi-monthly rolling programme (BRAG) and update it periodically, in consultation with the organizational units;
  • Prepare monthly reports on the implementation of the six-month work programme and disseminate them to all organizational units;
  • Follow-up on Board decisions and recommendations;
  • Provide the organizational units and Senior Management of the Bank with any advice or information relating to the work programme;
  • Provide regular briefing to the Chairman of the Board on the progress of the lending program.
• Provide administrative support for the formulation and implementation of the work programme and for all other work of the Boards:
  • Attend meetings of Boards and subsidiary organs, as requested;
  • Maintain a daily dashboard for tracking and forwarding documents to Boards;
  • Monitor the timely delivery of documents and ensure their quality;
  • Supervise the preparation of agendas and their timely distribution;
  • Supervise and follow-up timely distribution of all board documents;
  • Assist in the preparation of the SG’s Brief for the President on the outcome of consultations with the Directors on the agenda items;
  • Review and revise summaries of deliberations prepared by departments;
  • Review the summaries of the decisions prepared by staff;
  • Prepare, if necessary, briefing notes (or flash reports) for the President after the informal meetings;
  • Assist the Chairpersons of the Committees and provide them with any required information.
• Analyze policy and program documents and technical reports submitted to the Boards and ensure that they are consistent with relevant guidelines, policies and rules. These include, but are not limited to, the following:
  • Operations to be approved and intervention strategy defined in the Country Strategy Papers (CSPs); Allocation of ADF resources to countries, sectors, arrears;
  • Country performance reviews; Recommendations contained in the documents and compatibility with rules and guidelines decided by the Boards; use of outstanding balances; additional loans);
  • Other aspects that may be brought to the attention of Management (recommendation of the CSPs with general policy of the Bank or situation of the countries).
• Assist in other multiple tasks, including the evaluation of staff performance, department’s contribution to the annual report, preparation of Annual Meetings, drafting policy documents; review of all important documents.

Selection Criteria
Including desirable skills, knowledge and experience:

• Hold at least a Master's Degree in Economics, Development Planning, Business Administration, Project and Development Finance, or other related disciplines;
• Hold a graduate degree in project planning and finance
• Have a minimum of seven (7) years of relevant professional experience preferably in a multilateral development institution
• Excellent understanding of the Bank group‘s policies, strategy and operational issues and Board processes;
• Strong interpersonal and communication skills; strong negotiating skills; ability to think strategically;
• Ability to work under pressure, prioritize work programs, and handle multiple tasks simultaneously;
• Ability to work effectively with other technical and management professionals of diverse occupational and cultural backgrounds in a cooperative team environment;
• Strong analytic skills.
• Supervisory capacity and ability to detect/correct errors in the work of subordinates.
• Ability to foster team-spirit, resolve disputes and reconcile members of the team.
• Communication: Provides clear and concise oral and written communication; presents oral information with clarity and appropriate style and adapts language and style to suit the requirements of a particular audience.
• Problem Solving: Applies business knowledge to the resolution of problems and identifies solutions to the benefit of the client (internal and external) and the organization.
• Client Orientation: Ensures that the client is considered to be of primary importance in all transactions and interactions. Strives to understand, and when appropriate, anticipate client needs, and ensures that the client receives the best possible service from the Bank.
• Team Working and Relationships: Works with others to maximize the effectiveness of the team as a whole, sharing the knowledge and workload. Develops strong working relationships with colleagues and contributes to creation of a positive team environment.
• Ability to communicate effectively (written and oral) in English or French, preferably with a working knowledge of the other.
• Competence in the use of standard Microsoft Office Suite applications (Word, Excel, Access and Power Point).