Recruitment at The OPEC Fund

Location: Austria
Contract Type: Fixed Term Contract
Department/Unit: Legal Services / OPEC Fund Board Secretariat (OFBS)
Date of Issuance: July 29, 2024
Grade: Management
Job Category: G
Recruitment Status: International

Job Profile

• The Head, OFBS assists the Senior Director & General Counsel (SD & GC) in overseeing the Board Secretariat Function.
• This includes coordinating the OFBS team responsible for organizing meetings and other matters related to the Ministerial Council (MC), Governing Board (GB) and Board Committees (BCs).
• The incumbent assists the SD & GC in implementing the OFBS annual work plan, GB effectiveness assessment, member country engagement, and any other special initiatives.
• The incumbent also supervises the team in providing secretariat services of a general nature, and executing tasks incidental to the effective functioning of OFBS, in coordination with relevant departments.

Duties and Responsibilities
Secretariat Functions:

• Leads the OFBS team in implementing the annual work plan and ensuring the achievement of mid- to long-term goals, strategic targets and annual objectives.
• Specifically, the incumbent will oversee the execution and delivery of all aspects of OFBS’ responsibilities covering:

MC, GB and BC Meetings:

• Organizing and conducting the meetings of the MC, GB and BCs, including: (a) arranging meeting logistics; (b) facilitating meeting proceedings; (c) organizing associated events before or after the MC meeting; (d) preparing minutes of meetings; (e) drafting decisions/resolutions (for meetings, motions, fast track process, and special sessions); (f) monitoring the implementation of decisions and progress reporting; and (g) implementing strategic initiatives designated at the MC or GB level.

MC, GB and BCs documents/information package:

• Coordinating the production and dispatch of MC, GB and BCs documents and information packages, including: (a) ensuring document quality control, ensuring compliance with standards, and providing guidance on requirements; (b) documents/information sharing, and preparing briefings for chairpersons before meetings; (c) distribution of documents to the members within the specified timelines; (d) EDMS document filing and management; (e) management of the Board Intelligence system; (f) coordinating the monthly approval by motion process; and (g) organizing special sessions (if requested by the MC or GB).

Relationship between Management and the MC, GB and BC, and correspondence amongst these organs:

• Managing the communication and coordination with MC, GB and BCs, including: (a) facilitating the communication between Management and the MC/GB and Member Countries; (b) MC/GB mailbox management, and responding to inquiries/requests from the MC/GB; (c) drafting the President’s official correspondence in response to such matters; and (d) coordinating events, such as member country visits.

Board Capacity Building and Effectiveness/Related Items:

• Board training, learning and development, including: (a) organizing inductions for new Board members and periodic trainings/knowledge sharing for GB/BC members; (b) arranging retreats involving the Board and Management, as approved; and (c) organizing periodic Board effectiveness reviews.

Secretariat Function for Board Committees:

• Supervising matters relevant to the efficient and effective functioning of BCs, including: (a) seeking approval of the date and agenda of meetings from the Chairman of the BC; (b) facilitating effective communication and a smooth flow of information between Management and the assigned BCs; (c) maintaining the electronic folders and committee files on the EDMS; (d) arranging for independent experts to advise on technical issues for specific BCs, if required; (e) facilitating BCs effectiveness evaluation exercises; (f) updating the Terms of Reference and Rules of Procedures of the BCs, if required; (g) drafting the minutes and keeping records of the meetings of specific BCs;  (h) preparing briefing notes for the Chairman, as well as presentations, documents and reports to be submitted at the relevant GB sessions, for specific BCs and (i) conducting benchmarking and preparing documents for reconstitution of BCs at the expiration of their three years term.

Policy development and implementation:

• Providing input on OFBS related aspects or leading the development or review of relevant institutional and/or departmental strategy and objectives.

Leadership and direction:

• Leading, mentoring and assessing the OFBS team, providing goals and expectations, as well as feedback and technical guidance to optimize their performance and enhance quality of service delivery.
• Contributing to the development and maintenance of the knowledge assets of OFBS as well as capacity building and knowledge sharing within the department and organization.
• Supporting the SD & GC in the management of the strategic objectives of OFBS and carrying out other tasks assigned by the SD & GC that are related to the job function.

Stakeholder management and engagement:

• Managing the communication with member countries and initiatives aimed at enhancing member country engagement.
• Representing the OPEC Fund in any external events as authorized.
• Working with external stakeholders (member countries – MC, GB and BCs, other partner institutions, and engaged consultants or technical experts) and internal stakeholders (all OPEC Fund departments/units/functions) as required to discharge OFBS’ responsibilities.

Qualifications and Experience

• Master’s Degree in in Law, Business Administration, or other related fields.
• A minimum of 10 years relevant professional experience is required, preferably five years of which should have been in an international development finance institution.
• Fluent in English.

Competencies:

• Subject Matter Knowledge – The in-depth understanding and expertise in specific fields relevant to the OPEC Fund’s operations and the individual’s role.
• Ability to Work Under Pressure – The capacity to remain composed, focused and productive when facing tight deadlines, high-stakes situations and demanding workloads.
• Collaboration and Teamwork – The ability to effectively work with colleagues, stakeholders and partners to achieve shared goals.
• Communication – The ability to relay ideas, information and messages effectively and succinctly to a variety of audiences.
• Customer Centricity  – The ability to focus on comprehending and addressing customer needs; consistently deliver exceptional service and foster strong, lasting customer relationships.
• Cross-Cultural Sensitivity – The ability to take into account the variety of the human experience and how it contributes to the workplace and to demonstrate  respect for diverse cultures and viewpoints.
• Decision making – The ability to analyze information comprehensively to make well-informed decisions; assess both immediate and long-term ramifications.
• Effective Planning and Follow Up – The ability to set clear goals and priorities; skillfully organize tasks for efficiency; consistently follow through on commitments and plans.
• Problem Solving Ability – The ability to identify issues adeptly, delve into root causes, and devise pragmatic solutions; demonstrate ingenuity and resourcefulness in overcoming challenges.
• Sense of Responsibility – The ability to demonstrate ownership and accountability in tasks and outcomes; uphold reliability and commitment to fulfilling responsibilities.

 Paralegal