IDB3221 – Reporter

Job Purpose:

The role is responsible for accurately and efficiently capturing the deliberations and decisions of the meetings, contributing to quality review of submitted documents and managing a digitized meeting support and follow-up system.

Key Accountabilities:

Synthesizing, Documenting and Following-up on Meeting Deliberations and Decisions

• Establish and maintain a systematic follow-up process with Business Units regarding the execution of action points identified in MCMs. This involves tracking progress, addressing challenges, and ensuring timely implementation of decisions.
• Regularly communicate with Business Units to update and verify the status of action points and report these updates to the senior management for review and further guidance.
• Collaborate with Business Units to resolve any issues impeding the execution of action points, facilitating necessary support or intervention to maintain momentum and alignment with organizational objectives.
• Produce high quality, accurate and synthesized record of the meeting deliberations/outcomes in the form of Minutes of the Meeting as per the set standards/ format and process them through set procedures for finalization and approval.
• Keep digitized record of the documents discussed in the meeting and, the approved Minutes of Meeting for future reference.
• Make the record of the meeting accessible to all concerned staff through electronic document management systems.
• Manage an electronic follow-up system and support in monitoring implementation of meeting decisions and outcomes. Provide reports on the implementation of follow-up decisions for his information and guidance.
• Share the meeting minutes for review/comments with the Senior Management for any proposed modifications.
• Support in the preparation of the follow-up items with the concerned Departments from the meetings.
• Prepare and distribute lists of follow up action points to the participants of meetings.
• Contribute to the preparation of monthly synthesized reports.
• Undertake a first level review to analyze if the various comments and inputs of meetings have been incorporated in subsequent documents for attention of the chair.
• Attend as assigned other Task Force or Committee Meetings to perform the above tasks as necessary.

Organization, Coordination and Streamlining of Management and Quality Review Meetings

• Prior to MCMs, engage with Business Units to gather updates on the execution of previous action points, which can be used to inform the agenda and discussions of upcoming meetings.
• Post-meeting, ensure clear communication of new action points to the relevant Business Units, including expectations, timelines, and any necessary clarifications.
• Support the development of strategies and plans within Business Units for the effective implementation of action points, aligning them with broader organizational goals and timelines.
• Prepare the tentative yearly agenda for various meetings under the scope.
• Prepare the agenda for the concerned meetings in coordination with the Secretariat and submit for approval as per the business process.
• Undertake initial quality and compliance review of documents and contribute to the preparation of quality review note by the Secretariat for attention of the chair of the respective meeting.
• Ensure that the documents submitted to various committees are complete in all aspects as per the defined standards/ formats/ processes.
• Organize meetings through coordination with concerned Departments for sharing the finalized agenda, circulation of documents pertaining to the agenda and other relevant materials to facilitate discussion.
• Timely coordination with concerned technical departments before the meeting to ensure that all logistical arrangements of the meetings are available including Connection with the Regional Hubs, Power Point Presentations, Sound System, Printed Materials, etc.
• Support in liaison and coordination with Secretariat staff and the relevant members of the committees to ensure their attendance at the meeting.
• Support in bi-annual review of the conduct and effectiveness of various meetings and propose recommendations for improvement.
• Support in collaboration with the IMDT to develop and institutionalize the digitization of all the concerned Meetings.
• Support the Secretariat in the development of the Management Meetings Dashboard for housing all the information of the concerned meetings.
• Facilitate the Secretariat staff for smooth conduct of the meeting within the allocated time and clear outcomes.

Academic and professional qualifications:

• Bachelor’s degree in Development, Economics, Finances or any other related field.
• Minimum 3 years of relevant experience in the same field in an MDB or equivalent.

Skills & Necessary Knowledge:

• Understanding of development effectiveness concepts
• Knowledge of MS Office suite
• Excellent Writing Skills
• Good Oral Communication Skills
• Organization skills
• Experience in Digitized Document Management System.
• Attention to detail, accuracy and consistency
• Client Centricity and Responsiveness
• Proficiency in digital follow-up systems such as JIRA and other digital tools and technologies.

Languages:

• English – Mandatory
• Arabic – Preferred
• French – Preferred