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Corporate Secretariat is looking for a Board Operations Assistant to perform responsibilities under the oversight and guidance of professional staff members of the Corporate Secretariat of the Bank. Together with other assistants in the team, the assistant will work on one or several of the following areas, and will also have opportunities to further develop skills in other areas of the team’s work:
Support to Meetings of the Board of Directors and the International Advisory Panel
? Support the preparation and circulation of Meeting Notices, agendas, background documents, project-documentation and other papers, including the coordination of follow-up queries.
? Coordinate under the guidance of supervisor with working-level focal points across the Bank to facilitate the timely registration of relevant personnel for meetings.
? Support the preparation of routine documentation to facilitate elections and appointments of Directors, external Committee Members and International Advisory Panel Members.
? Provide substantial logistical support to the organization of virtual and in-person meetings, including meeting room bookings, travel arrangements, catering and payments.
? Provide administrative support to officials of the Board of Directors, members of the International Advisory Panel, and external members of a Board Committee, including expenses settlement and reporting, visa facilitation, and IT hardware/software support for Board.
? Support the timely disclosure of relevant information in line with the Policy on Public Information.
? Prepare presentation materials and other internal documentation under the guidance of professional staff members.
Communication with the Board of Directors
? Act as a working level focal point for Bank communication with the Board and IAP members; responsible for the day-to-day communication with the non-resident Board of Directors, IAP and relevant Bank staff.
? Support professional staff members to provide high-quality and timely responses to Board enquiries in line with the Bank’s policies and guidance on information provision to the Board.
Development and Maintenance of Board Portal/Board Information Database:
? Maintain and update relevant databases and records, including the Board operations manual, as related to individual responsibilities.
? Participate in the further development of the virtual office of AIIB’s Board of Directors, the Board Portal, including coordination with the IT Department and external vendor, compilation of business requirements, participation in user acceptance testing and the proactive provision of suggestions for further improvements to the Portal to enhance efficiency.
? Support the professional staff members and coordinate with other teams to ensure the close integration of IT systems to better serve the Bank’s Board of Directors’ needs.
Requirements
? Strong verbal and written communication skills in English.
? Relevant experience, ideally in an international or multilateral context. Experience in finance and/or IT project management is of advantage.
? Demonstrated organizational skills with the ability to work as a team member, work proactively and plan ahead.
? A high level of attention to detail, and experience working with MS Office applications and videoconferencing solutions.
? Ability to work effectively under pressure and flexibly adapt working hours to accommodate business needs.
? Experience exercising discretion and confidentiality with sensitive corporate information.
? Demonstrated high standards of ethics.
? Multi-cultural exposure a plus.
? Bachelor’s degree or above in related fields from a reputable university. Qualifications related to finance or IT project management are a plus.