Board Documentation Specialist(Reporter)

7 days ago


Jeddah, Makkah Province, Saudi Arabia Islamic Development Bank Full time

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.

Key Accountabilities

Board Meetings Preparation:

Ensure timely preparation, finalization, and distribution of all relevant documents like the distribution list, meeting agenda, relevant references to the past meetings, action items etc. in the appropriate format and languages, to the Members of the respective Boards (BED, BODs, BOG or Committees).

Undertake first-level quality review of all the documents to be submitted to the respective Boards to ensure that the documents are relevant and complete.

Obtain confirmations from all the attendees of the Meeting and prepare individual folders with all the relevant documents and information.

Board Meetings Reporting:

Follow the meetings' proceedings of the IsDBG Boards, Boards of Governors (BOG), General Assemblies, and Committees and take accurate note of allimportant points and decisions taken in these meetings.

Produce high-quality, accurate, and synthesized record of the meetings' deliberations/outcomes in the form of Minutes of meetings as per the set standards/ format and process them through set procedures for finalization and approval.

Maintain digitized records of the documents discussed in meetings and the approved Minutes of Meetings for future reference.

Ensure timely distribution of meetings' records, documents and minutes to the concerned parties in a secure and confidential manner.

While making sure the records of the meetings are kept confidential and secure, ensure they are accessible to all concerned parties through electronic document management systems, wherever possible.

Post Meeting Follow-Up and Archival:

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.

Languages

French - Preferred

About Application Process

If you meet the criteria and you are enthusiastic about the role, we would welcome yourapplication.Tocomplete the application you would need the following document(s):

#J-18808-Ljbffr

  • Jeddah, Makkah Province, Saudi Arabia Islamic Development Bank Full time

    Job DescriptionThe Board Documentation Specialist (Reporter) will be responsible for capturing the deliberations and decisions of high-level meetings within the Islamic Development Bank. This involves ensuring accurate and efficient documentation, while maintaining confidentiality and adhering to IsDB's policies and standards.Main...


  • Jeddah, Makkah Province, Saudi Arabia Islamic Development Bank Full time

    About the RoleThis position requires a skilled professional to manage the documentation process for high-level meetings within the Islamic Development Bank. The ideal candidate will have excellent organizational skills, attention to detail, and the ability to work efficiently under pressure.Main Responsibilities:Ensure timely preparation and distribution of...


  • Jeddah, Makkah Province, Saudi Arabia Islamic Development Bank Full time

    As the focal point for all Boards of Directors, Governors and Committees, the role is to provide advanced level expertise in the design and full automation of the rules, processes (including online documents flow) and procedures related to the functioning of the Boards and committees. Is responsible for the end-to-end Board Election process and provides...


  • Jeddah, Makkah Province, Saudi Arabia Islamic Development Bank Full time

    Job SummaryWe are seeking an experienced Board Documentation Specialist (Reporter) to join our team at the Islamic Development Bank. In this role, you will be responsible for managing the documentation process for high-level meetings, ensuring accurate and efficient capture of deliberations and decisions.Main Responsibilities:Preparation and finalization of...


  • Jeddah, Makkah Province, Saudi Arabia IsDB Board Full time

    IDB3448 - Senior Talent Acquisition SpecialistBusiness Unit: Director General Corporate Services Division: Talent Acquisition Department: Human Resources Management Department Country: Saudi Arabia Location: Saudi Arabia - Jeddah Job Grade: E3 Closing Date: 18-Mar-2025Job PurposeThe Talent Acquisition Specialist focuses on the attraction and acquisition of...


  • Jeddah, Makkah Province, Saudi Arabia Islamic Development Bank Full time

    Job Description:This role involves providing expert-level support to the Boards of Directors, Governors, and Committees of the Islamic Development Bank (IsDB). The successful candidate will be responsible for designing and automating rules, processes, and procedures related to Board functioning, as well as overseeing the Board Election process and induction...


  • Jeddah, Makkah Province, Saudi Arabia Islamic Development Bank Full time

    About the PositionThis is an exciting opportunity for a skilled professional to join our team as a Board Documentation Specialist (Reporter) at the Islamic Development Bank. In this role, you will play a critical part in ensuring the smooth operation of high-level meetings, by providing accurate and efficient documentation services.Main...


  • Jeddah, Makkah Province, Saudi Arabia Manpower Professional Full time

    Job SummaryAn exciting opportunity has arisen for an experienced Personal Assistant to join our team as an Administrative Assistant to a Board Member. The ideal candidate will have a strong background in secretarial work, excellent communication skills, and the ability to work in a fast-paced environment.The daily duties for this position include working...


  • Jeddah, Makkah Province, Saudi Arabia SAL Saudi Logistics Services Full time

    JOB PURPOSEThe Specialist, HSE Document Control is responsible for managing and maintaining HSE documentation, ensuring compliance with regulatory standards, audit readiness, and secure document control practices. This role oversees version control, accessibility, and integrity of records while also supporting HSE project coordination, tracking, and...


  • Jeddah, Makkah Province, Saudi Arabia HAL Simplify Full time

    Documentation Specialist needed to create precise and engaging documentation for HAL Simplify. This is an excellent opportunity to develop your skills in creating technical content.About UsWe're a dynamic team committed to delivering exceptional customer experiences through top-notch documentation.A collaborative work environment where creativity and...


  • Jeddah, Makkah Province, Saudi Arabia iENGINEERING (Private) Limited Full time

    Job Description:Job SummaryWe are seeking a highly skilled Engineering Document Specialist to join our team. The successful candidate will be responsible for maintaining and controlling all engineering documents related to our projects.Key ResponsibilitiesMaintain Engineering Documents: Ensure that all controlled engineering documents are up-to-date and...


  • Jeddah, Makkah Province, Saudi Arabia NEOM Full time

    At NEOM SC&L, we are seeking a highly organized and detail-oriented Document Management Specialist to oversee the intake, management, and storage of our company's documents. In this role, you will be responsible for reviewing, processing, and filing documentation as well as managing the smooth operation of all our documentation procedures.To succeed in this...


  • Jeddah, Makkah Province, Saudi Arabia Islamic Development Bank Full time

    About the Role:We are seeking an experienced Governance Specialist to join our team at the Islamic Development Bank. As a key member of our Board Relations department, you will provide expert-level support to the Boards of Directors, Governors, and Committees. Your primary responsibilities will include designing and automating rules, processes, and...


  • Jeddah, Makkah Province, Saudi Arabia IsDB Board Full time

    IDB3451 - Lead Service Operations SpecialistBusiness Unit: Director General Corporate Services Division: Technology & Operations Department: Information Management & Disruptive Technology Country: Saudi Arabia Location: Saudi Arabia - Jeddah Job Grade: E4 Closing Date: 19-Mar-2025Job PurposeTo lead and manage the IT service operations to ensure that core IT...


  • Jeddah, Makkah Province, Saudi Arabia IFAS Full time

    Job Overview:We are seeking an experienced Administrative Document Specialist to join our team at IFAS. The ideal candidate will have a proven track record in document control, with excellent organizational skills and attention to detail.The successful candidate will be responsible for maintaining, organizing, and cataloging all company documents, ensuring...


  • Jeddah, Makkah Province, Saudi Arabia Jasara Program Management Company Full time

    Jasara Program Management Company is seeking a skilled Document Management Specialist to join our team. As a key member of our project team, you will be responsible for managing the flow of documents throughout the project lifecycle, ensuring accuracy, quality, and compliance with company standards.Key Responsibilities:Organizing and maintaining document...

  • Global Sourcing Expert

    18 hours ago


    Jeddah, Makkah Province, Saudi Arabia IsDB Board Full time

    Recruitment Operations:The Strategic Recruitment Specialist is responsible for ensuring seamless recruitment operations across the organization. This includes reviewing policies and procedures, continuously identifying efficient ways to achieve sourcing strategies and objectives, developing and reviewing recruitment SLAs, and developing headhunting and...


  • Jeddah, Makkah Province, Saudi Arabia Parsons Full time

    About ParsonsWe're a leading provider of integrated solutions for the defense, security, space, civilian, and health markets. Our expertise spans across diverse sectors, including infrastructure, environment, water, transportation, and government services.Job SummaryWe're seeking an experienced Document Control Specialist - Project Coordination to join our...


  • Jeddah, Makkah Province, Saudi Arabia SOES Full time

    Welcome to SOES, where we value exceptional talent and dedication! We are currently seeking a skilled Office Support Specialist to join our dynamic team.About the Role:This is a unique opportunity to work closely with our leadership team and contribute to the success of our Band Office. As an Office Support Specialist, you will be responsible for providing...


  • Jeddah, Makkah Province, Saudi Arabia Rawafid Full time

    This role offers an excellent opportunity for a detail-oriented professional to make a significant impact on the success of Rawafid's construction projects. As a Documents Controller, you will be responsible for managing the documentation process, ensuring accuracy, completeness, and compliance with regulations.Main ResponsibilitiesDevelop and implement...