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ADB - Board Documents Officer - General Secretariat, Board Documents and Distribution Section

  • Position title: Board Documents Officer - General Secretariat, Board Documents and Distribution Section
  • Grade: PL-6
  • Position N°: NA
  • Reference: ADB/11/206
  • Publication date: 08/12/2011
  • Closing date: 18/01/2012

Objectives

The mandate of the General Secretariat is essentially to (i) provide secretariat services for the Board of Governors, the Board of Directors and their subsidiary organs and manage relations between these Boards and Senior Management ; (ii) coordinate statutory relations between Senior Management, the Boards and Member States; (iii) provide administrative services, protocol services and support to Elected Officers; (iii) plan, organize and follow-up the events organized by the Bank. Furthermore, SEGL is responsible for the documentation, the archives as well as the Conference services and infrastructures. It also provides protocol services for the whole Institution.

Duties and responsibilities

Under the supervision of the Division Manager, the main tasks of the incumbent will be to ensure the logistical and physical aspects of Board documentation during meetings and conferences. The incumbent will, among other things:

  • Ensure the implementation of the Bank’s document Management policies and procedures;
  • Contribute to the improvement of the modern integrated document management system put in place by the Bank;
  • Organize and closely follow up on activities relating to monitoring and distribution of the working documents of the Boards of Directors’ and Board committees;
  • Coordinate and supervise activities relating to the preparation and distribution of documents to the Boards of Governors as well as their standing and ad hoc committees;
  • Participate in the reflection group on revised practices and procedures, evaluate and interpret the impact of changes and recommend follow up measures ;
  • Provide technical support and necessary advice to other members of the section ;
  • Assign duties to staff of the section and ensure the quality of their output;
  • Supervise document indexation by the section to ensure quality assurance;
  • Organize the identification of reference documents for each of the agenda items of Board meetings and ensure the availability of the working documents for Board meetings;
  • Provide information services on the Bank documents to internal and external users;
  • Ensure the administrative management of the section ;
  • Evaluate the human resource and material needs for filing;
  • Assist in closing the document cycle in the Hermes integrated system;
  • Carry out any other assignment required by service exigency.

Selection Criteria

  • At least a Master’s degree or its equivalent in Management, Communication, International Relations, Documentation Science, or other related discipline;
  • Preferably a minimum of four (4) years of relevant professional experience, two (2) of which should be in the management of Board documents in international organizations and document indexation;
  • Good knowledge of policies, rules and working procedures of the Bank and the General Secretariat;
  • Excellent client services skills and ability to work in a team;
  • Ability to work quickly and under pressure;
  • Excellent written and verbal communication skills in English and /or French, with a working knowledge of the other language;
  • Demonstrated ability in communication, negotiation and interpersonal skills;
  • Competence in the use of standard software used in the Bank (Word, Excel, Access, PowerPoint) and DARMS.

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Board Documents Officer - General Secretariat, Board Documents and Distribution Section (58 KB)

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To apply for this position, you need to be national of one of AfDB member countries.