Job description

General Purpose:

The primary purpose of this role is to manage and oversee the Board Secretary function, ensuring effective governance, compliance with legal and regulatory requirements, and the smooth operation of the Board of Directors and Steering Committees. This position involves providing strategic administrative support, advising on governance best practices, and facilitating the implementation of Board decisions while maintaining confidentiality and alignment with organizational objectives.

Main Accountabilities:

• Manage the development and implementation of the Board Secretary’s strategy, ensuring alignment with the overall strategy of the Chairman and other interfacing functions across the organization.
• Oversee daily operations of the Board Secretary function, ensuring processes are aligned to achieve high performance standards and established targets.
• Manage recruitment, development, performance management, and succession planning of the Board Secretary function’s team to optimize performance and achieve departmental objectives.
• Develop, consolidate, and manage the Board Secretary function’s budget, ensuring financial performance is monitored against the budget and adhering to financial authority limits.
• Counsel the Board of Directors, Committees, and senior management on governance best practices in similar companies to maintain efficient and high-quality management.
• Develop a framework for creating synergies across Oman Flour Mills and its entities to ensure the efficient implementation of decisions made by the Board of Directors.
• Manage the organization of all Board meetings and Steering Committees, ensuring proper documentation of attendance, minutes, and agenda preparation.
• Provide administrative and secretarial support to the Board of Directors and Senior Management, including the preparation of agendas, papers, circulations, and resolutions.
• Draft minutes of meetings, summarize discussions, and ensure all necessary points are documented and signed by the Chairman and relevant members.
• Advise the Board of Directors and Senior Management on governance, and legal compliance matters, ensuring they are updated on statutory requirements and relevant regulatory changes.
• Manage the documentation of Board records and update various registers to ensure organizational information is accurate and up-to-date.
• Ensure strict confidentiality is maintained for all matters related to the Board of Directors and Steering Committees.
• Act as the focal point of contact between the Board of Directors and Oman Flour Mills’ directorates and entities, ensuring alignment with board governance practices.
• Manage the communication of Board of Directors and Steering Committees’ decisions, ensuring proper implementation across relevant departments.
• Monitor the implementation of decisions made by the Board of Directors, Steering Committees, and internal governance bodies to ensure compliance and alignment with directives.
• Direct the development and communication of the Board Secretary Directorate’s policies and procedures to ensure procedural and legislative compliance.
• Identify and contribute to continuous improvement initiatives, leveraging best practices to enhance business processes, cost efficiency, and productivity.
• Ensure that the Board’s composition and operations comply with relevant laws and regulations.
• Ensure proper invitation and conduct of general meetings and verify the presence of quorum, attendance, and procedural compliance.
• Provide legal opinions on Board related matters, such as Board elections, amendments to articles of association or any other constitutive documents, and other relevant regulatory matters.

Experience:

5+ years of experience in corporate governance and administration, including expertise in managing Board Secretary functions, implementing governance best practices, and ensuring compliance with relevant laws and regulations. Proven ability to oversee high-performance teams, develop and manage budgets, and facilitate effective communication between the Board of Directors and organizational entities.

Educational Requirement:

• A bachelor’s degree in Business, Finance, Economics, Accounting or any relevant field.
• Master’s degree is a plus

Know-How:

• Good understanding and knowledge of Board of Directors scope.
• Solid knowledge of corporate communication.
• General knowledge of corporate legal.
• Corporate Governance understanding.