Job description

Job Title: Board Secretary / Manager مدير أمانة سر مجلس إدارة الشركة

Reports to: Board of Directors / CEO

Location: Muscat 

Division: CEO Office 

Department: CEO Office 

JOB PURPOSE: 

The Board Secretary will ensure the effective functioning of the Board of Directors and its Committees by providing high-quality corporate secretarial, governance, and advisory support in full compliance with OIA governance requirements, applicable laws, and best practices.

The role is a Managerial-level position responsible for safeguarding governance integrity, enabling informed decision-making, and ensuring the proper implementation and follow-up of Board and Committee resolutions.

KEY ACCOUNTABILITIES: 

Governance & Board Secretarial Responsibilities

• Act as Secretary to the Board of Directors and Board Committees in close coordination with the Legal & GRC Departments.

• Ensure full compliance with OIA corporate governance frameworks, statutory obligations, and regulatory requirements.

• Plan, prepare, and coordinate Board and Committee calendars, agendas, notices, and annual work plans.

• Prepare, review, and circulate Board and Committee packs, resolutions, and briefing materials in a timely and professional manner.

• Attend Board and Committee meetings and draft accurate, clear, and legally sound minutes reflecting decisions and deliberations.

• Ensure formal adoption, documentation, and secure archiving of minutes, resolutions, and governance records.

• Monitor, track, and follow up on Board and Committee resolutions, ensuring timely implementation and escalation of delays or risks.

Corporate Governance & Compliance

• Maintain and update statutory registers, governance records, and required filings in coordination with Legal & GRC.

• Support the development, review, and enhancement of Board charters, committee terms of reference, governance policies, and procedures in line with OIA requirements.

• Monitor adherence to approved governance frameworks and proactively flag non-compliance or governance gaps.

• Stay informed of changes in laws, regulations, and governance best practices, ensuring timely updates to governance frameworks.

• Act as a trusted governance advisor to the Board, Chairperson, and Executive Management on procedural and compliance matters.

Board & Stakeholder Coordination

• Serve as the primary liaison between the Board, Committees, Legal, GRC, Executive Management, and internal stakeholders on governance-related matters.

• Ensure clear, accurate, and timely communication of Board decisions and governance requirements across the organization.

• Support Board onboarding, induction programs, and ongoing governance awareness for Directors and Committee members.

Leadership & Managerial Responsibilities

• Lead and oversee Board secretariat activities, ensuring consistency, quality, and confidentiality.

• Establish and continuously improve governance processes, workflows, and controls to enhance Board effectiveness.

• Manage sensitive information with the highest level of professionalism, discretion, and integrity.

Other Responsibilities

• Undertake additional governance-related or strategic assignments as directed by the Board, Chairperson, or Executive Management.

COMMUNICATIONS & WORKING RELATIONSHIPS: 

Internal:

• Board of Directors and Board Committees

• Chairperson and Committee Chairs

• Chief Executive Officer and Executive Management

• Legal Department

• GRC Department External:

• Regulators and oversight entities (as required)

• OIA and related governance counterparts

QUALIFICATIONS, EXPERIENCE & SKILLS:

Qualifications:

• Bachelor’s degree in business administration, Law, Finance, Accounting, or a related field.

• Professional certification in Company Secretarial Practice, Corporate Governance, or Law is highly preferred.

Experience

• Minimum 8 years of relevant experience out of which 5 years in Board secretarial work, corporate governance, or legal/governance functions.

• Proven experience acting as Board or Committee Secretary in investment, holding, regulated environments, or relevant.

• Experience working within OIA, government-linked, or large corporate group structures is a strong advantage.

Technical Competencies

• Board & Committee Secretarial Management

• Corporate Governance & Regulatory Compliance

• Minutes Writing & Resolution Management

• Governance Policies & Frameworks

• Records & Statutory Filings Management

• Stakeholder & Board Relationship Management

Leadership/Behavioural Competencies

• High integrity and confidentiality

• Strong communication and influencing skills

• Attention to detail and sound judgment

• Stakeholder management at senior and Board level

• Professional maturity and discretion