Job Profile:

The Head, OFBS assists the Senior Director & General Counsel (SD & GC) in overseeing the Board Secretariat Function. This includes coordinating the OFBS team responsible for organizing meetings and other matters related to the Ministerial Council (MC), Governing Board (GB) and Board Committees (BCs). The incumbent assists the SD & GC in implementing the OFBS annual work plan, GB effectiveness assessment, member country engagement, and any other special initiatives. The incumbent also supervises the team in providing secretariat services of a general nature, and executing tasks incidental to the effective functioning of OFBS, in coordination with relevant departments.

Duties and Responsibilities:

Secretariat Functions

Leads the OFBS team in implementing the annual work plan and ensuring the achievement of mid- to long-term goals, strategic targets and annual objectives. Specifically, the incumbent will oversee the execution and delivery of all aspects of OFBS’ responsibilities covering:

• MC, GB and BC Meetings:

Organizing and conducting the meetings of the MC, GB and BCs, including: (a) arranging meeting logistics; (b) facilitating meeting proceedings; (c) organizing associated events before or after the MC meeting; (d) preparing minutes of meetings; (e) drafting decisions/resolutions (for meetings, motions, fast track process, and special sessions); (f) monitoring the implementation of decisions and progress reporting; and (g) implementing strategic initiatives designated at the MC or GB level.

• MC, GB and BCs documents/information package:

Coordinating the production and dispatch of MC, GB and BCs documents and information packages, including: (a) ensuring document quality control, ensuring compliance with standards, and providing guidance on requirements; (b) documents/information sharing, and preparing briefings for chairpersons before meetings; (c) distribution of documents to the members within the specified timelines; (d) EDMS document filing and management; (e) management of the Board Intelligence system; (f) coordinating the monthly approval by motion process; and (g) organizing special sessions (if requested by the MC or GB).

• Relationship between Management and the MC, GB and BC, and correspondence amongst these organs:

Managing the communication and coordination with MC, GB and BCs, including: (a) facilitating the communication between Management and the MC/GB and Member Countries; (b) MC/GB mailbox management, and responding to inquiries/requests from the MC/GB; (c) drafting the President’s official correspondence in response to such matters; and (d) coordinating events, such as member country visits.

• Board Capacity Building and Effectiveness/Related Items:

Board training, learning and development, including: (a) organizing inductions for new Board members and periodic trainings/knowledge sharing for GB/BC members; (b) arranging retreats involving the Board and Management, as approved; and (c) organizing periodic Board effectiveness reviews.

• Secretariat Function for Board Committees:

Supervising matters relevant to the efficient and effective functioning of BCs, including: (a) seeking approval of the date and agenda of meetings from the Chairman of the BC; (b) facilitating effective communication and a smooth flow of information between Management and the assigned BCs; (c) maintaining the electronic folders and committee files on the EDMS; (d) arranging for independent experts to advise on technical issues for specific BCs, if required; (e) facilitating BCs effectiveness evaluation exercises; (f) updating the Terms of Reference and Rules of Procedures of the BCs, if required; (g) drafting the minutes and keeping records of the meetings of specific BCs; (h) preparing briefing notes for the Chairman, as well as presentations, documents and reports to be submitted at the relevant GB sessions, for specific BCs and (i) conducting benchmarking and preparing documents for reconstitution of BCs at the expiration of their three years term.

Policy development and implementation

• Providing input on OFBS related aspects or leading the development or review of relevant institutional and/or departmental strategy and objectives.

Leadership and direction

• Leading, mentoring and assessing the OFBS team, providing goals and expectations, as well as feedback and technical guidance to optimize their performance and enhance quality of service delivery.
• Contributing to the development and maintenance of the knowledge assets of OFBS as well as capacity building and knowledge sharing within the department and organization.
• Supporting the SD & GC in the management of the strategic objectives of OFBS and carrying out other tasks assigned by the SD & GC that are related to the job function.

Stakeholder management and engagement

• Managing the communication with member countries and initiatives aimed at enhancing member country engagement.
• Representing the OPEC Fund in any external events as authorized.
• Working with external stakeholders (member countries – MC, GB and BCs, other partner institutions, and engaged consultants or technical experts) and internal stakeholders (all OPEC Fund departments/units/functions) as required to discharge OFBS’ responsibilities.

Qualifications and Experience:

• Master’s degree in in law, business administration, or other related fields.
• A minimum of 10 years relevant professional experience is required, preferably five years of which should have been in an international development finance institution.
• Fluent in English.

Competencies

Core Competencies

• Sense of Responsibility – The ability to demonstrate ownership and accountability towards tasks and outcomes, exhibit reliability and commitment to fulfilling responsibilities, nurture team members’ sense of responsibility, and foster a culture of dependability.
• Ability to Work under Pressure – The ability to maintain composure and focus during high pressure situations, effectively guiding the team, managing stress, and ensuring critical tasks are completed on time.
• Effective Planning & Follow Up – The ability to set clear goals and priorities, skilfully organize tasks for efficiency, and consistently follow through on commitments and plans.
• Cross-Cultural Sensitivity – The ability to understand and respect diverse cultures and viewpoints, adeptly adapt behaviour and communication to effectively function in multicultural settings, and ensure the team collaborates effectively across global contexts.
• Communication – The ability to articulate ideas, information and instructions with precision and clarity across various channels, actively listen and respond adeptly to others, and facilitate effective communication within the team, with other departments and with external stakeholders.
• Sensitivity and Confidentiality – The ability to manage a range of complex and sensitive issues and effectively resolve them to mitigate identified risks, handle sensitive matters professionally and tactfully, and actively maintain measures to ensure the confidentiality of sensitive information.

Technical Competencies

• Meeting Management Expertise – Demonstrated proficiency in organizing and facilitating meetings at various levels, including that of the governing organs of international organizations. This competency involves managing matters such as logistics, meeting materials preparation, and minutes drafting, as well as ensuring the smooth conduct of proceedings.
• Document Management Skills – Proficiency in coordinating the production, quality control, and distribution of documents and information packages for meetings. This includes familiarity with electronic document management systems (EDMS), ensuring compliance with standards, and managing document filing and retrieval processes.
• Policy Development and Implementation – Experience in providing input to or leading the development and review of institutional strategies and objectives. This competency involves understanding organizational priorities, identifying policy needs, translating them into actionable plans and initiatives, and effectively executing them as required.
• Stakeholder Relationship Management – Proven ability to tactfully manage relationships with diverse stakeholders, including member countries, governing bodies, external partners, and internal clients. This competency encompasses effective communication, responsiveness to inquiries and requests, and fostering engagement to enhance organizational effectiveness.

Leadership and Team Management – Strong leadership skills with experience in leading, mentoring, and assessing teams. This competency involves setting clear goals and expectations, providing feedback and guidance on an ongoing basis, promoting effective collaboration within the team and with other departments, and optimizing team performance to achieve departmental and organizational objectives. Additionally, fostering a culture of knowledge sharing and capacity building within the team and across the organization is essential.