Governance Support Officer, Legal and Governance Department

Governance Support Officer, Legal and Governance Department - GL B - Temporary until December 2025The Governance Support Officer provides operational and technical support to the Board, Board Leadership, the Board’s Standing Committees, the Secretariat and OIG on key governance related activities in the following areas:

• Engagement support to Board, Board Leadership, Committees and Deputy, Governance
• Governance related recruitment, selection and assessment processes
• Board Constituency and Stakeholder engagement
• Governance Special Projects coordination and support
• Operational and information management support; including development and maintenance of information management systems.

The role requires application of operational/technical expertise with respect to the Global Fund’s core governance activities and the meetings of the Board and its Standing Committees.

Key Responsibilities

The Legal and Governance Department has Governance Support Officer positions who share the key responsibilities outlined below. Each Governance Support Officer will be responsible for elements of the below, as assigned by the Lead, Governance Operations and Advisory and/ or Deputy Head, Governance as most relevant.

Engagement support to Board, Board Leadership, Committees:

• Board Meetings: As allocated by the lead Officer for Board Meeting preparation, support preparation and execution of bi-annual Board meetings including: managing participation including drafting correspondence and invitations, including to high level guests; document and presentation management including quality control; maintenance of up to date online portals for Board and committee documents; coordination of translations; primary focal point for participant registration including securing required compliance documents; ensuring and advising on compliance with governing documents; coordinating the set-up of executive sessions and reading rooms; ad hoc on-site support at Board meetings including support to compilation of meeting report sections
• Committee Meetings: working with Governance Specialist: support to work plan and agenda development; set timing for committee meetings ensuring availability of senior management; participant management, quality control and management of relevant documentation and presentations; engagement with internal teams for provision of content within mandated timelines. Serve as Governance focal-point for Events team for logistics related matters. Provide direct support to the Committee Chair and Vice-Chair, Deputy, Governance, and Governance Specialists during the meeting.
• Intercessional activities: Monitoring of Electronic Decision Points requiring committee decision outside of in-person meetings; Coordinate and facilitate conference calls/video conference calls in advance of and following Committee meetings, and on an ad hoc basis as required, in liaison with internal teams across the secretariat and with Committees members; Preparation of summary notes from teleconferences. Draft correspondence to Board and/or committee.
• Board Leadership and Advisor Support: Liaison with relevant internal and external partners, coordinating and/or developing content (agendas, support materials), and ensuring prompt follow-up action and effective communication amongst key stakeholders. Process honorarium payments.
• Membership: Manage and maintain up to date Membership of Current Board and Committee member’s data, liaising with Board Constituencies for any required additional information exchange as appropriate.

Governance related recruitment, selection and assessment processes:

• Recruitment Processes: provide coordination support to recurrent Board and Committee recruitment and assessment processes including the recruitment of Board Direct Reports (Executive Director and Office of the Inspector General): drafting correspondence, organizing teleconference, support preparations for meetings and Board Retreats as needed. Management of secure and confidential online portals and distribution of sensitive materials, review of reports and drafting correspondence to the Board. Liaising with Project Manager and relevant nominations committee.
• Membership Selection Processes: provide coordination support to the nomination and selection processes for Board and committee leadership and committee membership including development to communication materials, tracking of responses and nominations, performing completeness checks and liaising with constituencies
• Assessment Processes: provide coordination support to the annual assessment of Board and committee assessments including the identification of participants, distribution, collection and compilation of online questionnaires. Draft and issue communications to interview participants, scheduling as needed.

Board Constituency and Stakeholder engagement:

• Constituency Funding: Coordination of the annual Constituency Funding processes including preparation of materials, performing initial review and completeness check for applications and reports received, and process disbursements. Provide guidance to the Constituency Focal Points on cost efficiencies and internal policies and procedures to be followed to improve constituencies’ funding application liaising with internal teams such as Finance, Office of the Executive Director, and grant management as relevant.
• Onboarding: Support the standardized Onboarding Processes for governance officials including scheduling; coordinating the update of the standardized materials; Organize in person event at Board meeting for new Board Members and ad-hoc onboarding sessions with governance officials.

Governance Special Projects coordination and support:

• Governance Special projects are Board or committee mandated projects aimed at governance reforms or improvements.
• Support to Project Manager: Provide technical and administrative support to the identified Project Manager including: conduct benchmarking and literature searches, organize consultations with relevant stakeholders, draft documentation and presentations, management documentation including filing and revising documents; submission of documents/policies for Board, committee or management consideration.

Operational and information management support

• Document Sharing: Structure and manage Governance document sharing site (the “Governance Hub”) and Internal SharePoint sites, including developing a manageable document management system to allow for efficient archiving and storage. Monitor strict levels of access to ensure confidentiality
• Guidance: Act as key resource for the team and broader internal staff on guidance on how to use the newly created Governance Hub including regarding document management, agenda management and creation, publication of communication and events items.
• Access Rights: Manage access rights to relevant IT systems, distribution lists for internal and external stakeholders.
• New IT Platforms: Manage implementation of IT platforms/materials and develop materials/communication to train staff and external parties, contribute to enhancements of IT tools and platforms.
• Incumbents may act as department’s dedicated focal point for systems, liaison with IT and support on  the Governance Hub as highlighted above.
• Reporting: Provide support to internal reporting requirements including producing financial and work plan reports.
• Team Support: Support preparations for team meetings and retreats

Inbox Management (as backup): Coordinate communication in the Board Inbox proactively informing team members to allow any necessary action in a rapid, accurate and appropriate manner

Subject to change by the Executive Director at any time at their sole discretion.

Qualifications

Essential:

• University degree in business administration, management, social languages s or relevant field or equivalent work experience

Experience

Essential:

• Experience working with Boards or committee
• Experiences in organization of cross functional events
• Experience working in a multi stakeholder environment

Desirable:

• Experience organization of international meetings
• Experience working with SharePoint document management systems and Microsoft Office
• Experience in managing small to medium sized projects

Competencies

Languages:

An excellent knowledge of English and preferably a good working knowledge of French. Knowledge of other languages would be an asset.

Functional Competencies:

• Geopolitical Awareness (level 1)
• Communications (level 1)
• Multi-cultural (level 1)
• Negotiations (level 1)
• Project Management (level 1)

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Job Posting End Date

10 June 2024

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