Board Documentation Specialist(Reporter)

2 weeks ago


Jeddah, Makkah Province, Saudi Arabia Isdb Pilot Full time
IDB333- Board Documentation Specialist(Reporter)

Location:
Saudi Arabia - Jeddah

Job Purpose:


Responsible for capturing the deliberations and decisions of the various high level meetings of IsDB Group including Board of Executive Directors, Boards of Directors, Boards of Governors, Boards of Assemblies and Boards' Committees of IsDB Group in an accurate and efficient manner, while respecting and safeguarding the confidentiality of deliberations and documents.

Contribute to the quality review of all the submitted documents, , ensure timely preparation and management of the distribution lists, pre-read materials and documents shared during the meetings and oversee proper documentation archival, access assignment, security standards and removal of obsolete document as per the IsDB's policies, standards and procedures.

Put in place a follow-up system to monitor the implementation of meetings' decisions and outcomes and provide regular reports to all concerned stakeholders.

Make sure Boards documents are uploaded on the E-BED system for consultation/referral by the Management/Board Members and ensure regular updating of the system.

Oversee timely and accurate storage, retention, and disposal of all materials & records from Board meetings, conferences, and events.

Prepare and submit periodic and ad-hoc reports on the relevant aspects of meetings and decisions taken during the BED/BOG meetings in a timely manner.

Ensure maintenance and updating of records of resolutions, policies, procedures, and rules for convening Board Meetings, conferences, and events in the IsDB for ready reference.

Ensure regular and timely classification and archiving of Board documents, as per IsDB guidelines, and ensure safeguard and confidentiality of the same.

Academic and Professional Qualifications:

Bachelor's degree in the relevant field.
Certificate in Archiving / Document Management System preferred.

Minimum 5 years of experience in documentation and reporting at the Board Level, preferably in an International Development Institution.

Skills & Necessary Knowledge:

Knowledge of Board protocols, policies, and procedures.
Organizing ability.
Documentation and correspondence.
Document Management and Archiving system.
Attention to detail and accuracy.
Time Management.

  • Knowledge of MS Office suite.
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