Job Title Board Secretary Work Location Muscat

1. Basic Job Information Strategic Sector: Board of Directors Direct Supervisor: Chairman of the Board

2. Job Purpose To provide administrative and coordination support to the Board of Directors and its committees by organizing meetings, preparing and distributing agendas and supporting documents, attending meetings and recording minutes and resolutions, following up on actions and decisions with relevant stakeholders, and maintaining accurate records and documentation to ensure the effective functioning of the Board and its committees.

3. Duties and Responsibilities Prepare the annual schedule of Board of Directors and committee meetings in coordination with the Chairman and committee chairpersons. Coordinate meeting schedules with Board members, committee members, executive management, and other relevant stakeholders. Prepare and distribute meeting invitations and agendas after obtaining the required approvals, in accordance with established timelines and procedures. Coordinate with relevant departments to collect reports, presentations, and documents required for Board and committee meetings. Review meeting documentation for completeness and arrange materials according to the agenda sequence before distribution to members. Arrange meeting venues or virtual meeting platforms and ensure the readiness of presentation and communication facilities. Monitor attendance confirmations from Board members, committee members, and invitees, and prepare attendance and apology records. Attend Board and committee meetings and provide the necessary administrative and organizational support. Accurately and impartially document meeting discussions, resolutions, recommendations, and action items. Prepare draft meeting minutes and submit them to the Chairman or Committee Chairperson for review. Circulate draft minutes to members, consolidate feedback, and prepare final versions for approval and signature. Record declarations of conflicts of interest, abstentions, dissenting opinions, or voting reservations raised during meetings. Prepare, update, and maintain a register of Board and committee resolutions and recommendations. Communicate approved resolutions and recommendations to the departments or entities responsible for implementation. Follow up on the implementation status of decisions and action items with relevant parties and periodically update tracking records. Prepare periodic reports highlighting completed, ongoing, delayed decisions and implementation challenges raised by relevant stakeholders. Coordinate emergency meetings and resolutions passed by circulation, ensuring proper documentation and recordkeeping in accordance with approved procedures. Maintain and archive meeting minutes, resolutions, agendas, correspondence, and related documents in both physical and electronic formats. Prepare and manage incoming and outgoing administrative correspondence related to the Board of Directors and its committees. Verify the payment and receipt of allowances and benefits relating to Board members. Maintain the confidentiality of Board and committee information, documents, and deliberations, and disclose them only to authorized individuals. Report company risks and incidents to the Risk Management Department. Perform any other duties assigned by the Board members.

Required Knowledge: Thorough understanding of the managed sub-functions and the overall functions of various organizational departments. Knowledge of all policies and procedures relevant to the area of responsibility. Familiarity with applicable organizational systems and operational frameworks. Knowledge of relevant laws, regulations, governance requirements, and procedural manuals. Understanding of quality standards applicable to operational processes. Proficiency in the use of specialized electronic systems and technological tools.

Required Competencies and Skills Capabilities: Organizing Board of Directors and committee meetings. Preparing agendas and arranging meeting documentation. Drafting and recording minutes and resolutions accurately and clearly. Maintaining decision and action tracking registers. Using Board meeting platforms and governance portals. Preparing administrative correspondence and reports in both Arabic and English. Proficiency in written and spoken Arabic and English. General knowledge of Board and committee procedures in line with the applicable governance framework.

Skills: Maintaining the highest level of confidentiality regarding information, deliberations, and resolutions. Managing multiple meetings, schedules, and documents simultaneously. Persistently following up with relevant stakeholders to obtain required updates. Adhering to deadlines for distributing documents and preparing minutes and reports. Interacting professionally with Board members and executive leadership. Recording discussions and resolutions objectively without bias or interference. Effectively handling urgent meetings and schedule changes. Delivering minutes and documentation within tight deadlines. Demonstrating professionalism, respect, and composure when dealing with all stakeholders.