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Position: Board Operations Specialist
Job Code: 188-2025/2
Purpose To provide comprehensive administrative and coordination services for all activities of the Board of OMRAN and to follow up on all decisions and recommendations made in order to ensure their effective execution in line with the organization’s strategic objectives and key stakeholder expectations. Responsibilities Continuous Improvement - ? Contribute to the identification of opportunities for continuous improvement of administrative and secretarial systems, processes and practices taking into account ‘international leading practice’, improvement of business processes, cost reduction and productivity improvement.
Policies, Systems, Processes & Procedures - ? Follow all relevant departmental policies, processes, standard operating procedures and instructions so that work is carried out in a controlled and consistent manner.
Statements and Reports - ? Prepare reports timely and accurately to meet OMRAN and department requirements, policies and standards.
- ? Develop the meeting minutes report in coordination and integrate members’ comments and remarks to record all decisions, recommendations and action plans and have the report signed off in the following board meeting.
- ? Produce a variety of correspondence, reports and presentations, gather and summarize data and use appropriate software for word processing, graphics and spreadsheets to support the activities of the board.
- ? Document, maintain and produce an accurate record of board meetings, highlighting decisions and action items and reviewing those with the members to ensure continuity and finalization of important issues.
Operational - ? Ensure collection of Board, Board Committees and subsidiary companies reports on a periodic basis.
- ? Support in managing the Board self-performance appraisal exercise.
- ? Keep a board resolution registry and ensure follow up and action taken updates are captured.
- ? Prepare the Board annual Plan.
- ? Organize and co-ordinate board meetings through agreeing and circulating invitations, gaining consensus on agenda items to be prioritized to ensure board’s time is effectively utilized.
- ? Provide a full co-coordinating, administrative and communications service to the Board of Directors through organizing board and shareholder meetings, capturing proceedings and highlighting decisions and action items to pursue in addition to managing investor relations, executive management and shareholder communications ensuring optimum protection of OMRAN’s business interests and adherence to defined policies and protocols.
- ? Prepare various confidential correspondence in response to the inward mail or as directed by the Chairman/CEO; also, follow up on all related outgoing mail/correspondence/requests with other concerned departments/companies/Ministries/other organizations.
- ? Manage correspondence, communications and reports to and from the board prioritizing as necessary ensuring those are archived in an easily retrievable fashion.
- ? Co-ordinate the implementation of, communicate and follow up on board decisions through communicating the decisions to all concerned members of the organization and act as a reference regarding expected action and possible implementation timelines.
- ? Schedule appointments and coordinate arrangements for meetings and conferences, establishing the availability of relevant parties in order to ensure optimal use is made of the Directors time.
- ? Develop and maintain good relationships with senior management across OMRAN, meeting their expectations in terms of service and facilitating effective execution of functional responsibilities and provision of the required support.
- ? Attain policy attestations If required, such as in code of conduct, conflict of interest declaration and NDA Attestations.
- Perform the role of document controller for any document relating to the Board of Directors.
Key Performance Indicators - ? Ensure all board, committee, and shareholder meetings are scheduled, updated, and managed effectively.
- ? Draft and finalize meeting minutes, resolutions, reports, and correspondence within agreed deadlines with zero major errors.
- ? Track and report the execution of board decisions with periodic status updates.
- Ensure board operations align with corporate governance policies and best practices.
?k Education & Experience - ? Bachelor’s degree in Business Administration, Management, or a related field with 4 years of experience, or a Diploma in a relevant field with 6 years of experience in a similar role.
- ? Experience in board secretariat functions, corporate governance, and executive support is preferred.
- Strong knowledge of administrative procedures, board coordination, and compliance frameworks.
Key Skills & Competencies Functional - ? Customer Service Orientation
- ? Analytical thinking
- ? Communication skills
- ? Reporting skills
- ? Organizational awareness
Behavioral - ? Relationship building
- ? Organizational commitment
- ? Impact and influence
- Achievement motivation
Key Relationships Internal - ? OMRAN CEO
- ? Subsidiaries CEOs
- ? Board of Directors
- ? Board Committees
- ? Subsidiary Board of Directors
- ? All other OMRAN stakeholders
External - ? Governmental & Private Authorities (as required)
- Consultants
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