JOB PURPOSE

The Senior Officer, Board Secretariat assists the Senior Manager, Board Secretariat and provides support to the Board Secretariat unit that contributes to AFI’s strategic objective of organization effectiveness and sustainability to ensure:

a) AFI’s governance procedures and proceedings are effectively and efficiently administered and managed to provide smooth governance function;

b) the Board and Board Committees are effectively supported and well informed and that its activities are well documented for the use of Board and Board Committee members; and

c) governance reporting is timely and of quality.

ACCOUNTABILITIES / KEY RESPONSIBILITIES

• Perform secretariat services and support for the Management Team, Board Committees, Board of Directors, and Membership Council.
• Provide support in preparing and disseminating correspondence and documents to Management Team, Board Committees, Board of Directors, and Membership Council.
• Provide support for and attend meetings of the Management Team, Board Committees and Board of Directors and draft minutes of meeting. Ensure decision matrix to be disseminated to Management and Business Units for follow-up.
• Assist in organizing Annual General Meeting.
• Compile, check, analyze and make recommendation from the information submitted by Business Units for Annual Report and Management Performance Reports.
• Assist the Board Secretariat unit in the preparation of presentations, research, analysis, and reports.
• Assist the Board Secretariat unit in providing legal research and recommendation to support management decision-making.
• Perform administrative tasks including; scheduling of and preparation for meetings; drafting, formatting and circulation of correspondence and documents; minutes taking; meeting and travel logistics arrangements; procurements; and submission of payments and claims.
• Maintain and update secretariat records and contact details of Board members, Board Committee members and member institutional focal points.
• General executive assistance/secretariat support to the Board Secretariat.

QUALIFICATIONS & EXPERIENCE REQUIRED

• Diploma, degree, or professional degree in law, secretarial practice, accounting, economics, corporate governance, business administration, management or related field is required.
• Minimum of 2 years of working experience, in legal firm, company secretarial firm or financial institution.
• Experience in large or multi-national corporation, member-driven association/network, international / national organization, or non-profit organization where the scope of work has primarily focused on engagement with international clients/partners, would be an advantage.

COMPETENCIES / SKILLS

• Good report writing skills
• Full proficiency in Microsoft Office
• Strong command of English language and ability to converse in at least one additional language such as French or Spanish will be an added advantage
• Good interpersonal, presentation, and verbal communication skills
• Excellent time management skill
• Ability to multi-task and manage multiple deadlines and priorities
• Ability to handle confidential information with discretion
• A good team player and able to cooperate across different functions and departments
• High attention to detail and well organized
• Self-driven, enthusiastic, and proactive
• Work independently with minimal supervision on day-to-day basis

KEY CHALLENGES

• Sense of urgency needed to provide prompt response and fast turnaround to meet tight deadlines.
• Precise, accurate and diligent in self-checking of documents.
• Flexibility and ability to manage time, especially working and coordinating with Business Units and teams situated across different time zones.
• Prepared to work overtime as and when work exigencies arise.
• Ability to handle multiple tasks concurrently and deliver on schedule.

Interested candidates are invited to apply together with the latest CV and cover letter in English.