1. Secretariat Leadership & Governance Management
· Serve as the principal liaison and administrative lead for the Board of Trustees and its Committees.
· Manage the full cycle of Board and Committee meetings: planning, scheduling, logistics, agenda-setting, documentation, and follow-up.
· Ensure all governance processes adhere to CIFOR-ICRAF bylaws, policies, and good governance practices.
· Support the CEO and Board Chair in preparing briefing notes, decision papers, and official governance-related communications.
2. Board Meetings, Documentation & Records
· Prepare, review, and quality-assure all Board documents, including meeting packs, resolutions, minutes, and action trackers.
· Ensure all decisions and actions are accurately recorded, monitored, and communicated to relevant stakeholders.
· Maintain an organized, secure, and up-to-date Governance Archive, including policies, Board instruments, and statutory records.
· Manage digital governance systems (e.g., Diligent Boards), ensuring accuracy, version control, and accessibility for Trustees
3. Compliance, Policy Oversight & Institutional Governance
· Monitor compliance with internal policies, legal requirements, donor requirements, and good-governance standards.
· Contribute to statutory filings, governance-related audits, and official governance reporting.
· Review governance policies, charters, and procedures and support updates or revisions as required.
· Advise the CEO and Board Chair on governance protocols, timelines, and compliance considerations
4. Strategic and Executive Support
· Provide high-level administrative and organizational support to the CEO and Board Chair on governance-related matters.
· Draft correspondence, statements, and official notifications on behalf of the Board Chair, Board Secretary (where distinct), and CEO.
· Conduct background research and prepare concise summaries to support Board deliberations and decision-making.
5. Stakeholder Engagement & Coordination
· Serve as the primary point of contact for Trustees, ensuring effective communication and timely response to inquiries.
· Coordinate interactions between the Board, senior leadership, donors, auditors, and external partners where governance matters arise.
· Uphold confidentiality, professionalism, and institutional integrity in all interactions.
6. Strategic Partnerships & Business Development Support
· Support the CEO in expanding and diversifying CIFOR-ICRAF’s donor base by identifying, cultivating, and strengthening relationships with new and existing funders, including bilateral and multilateral donors, foundations, development banks, and other strategic financing partners.
· Coordinate and support high-level engagement with funders involving the CEO, senior leadership, and Trustees, including preparation of briefing materials, background notes, and meeting documentation.
· Maintain an overview of strategic donor relationships, engagement pipelines, and key touchpoints to support informed decision-making by the CEO and senior leadership.
· Support the CEO’s Office in monitoring trends in the funding landscape and identifying opportunities for new partnerships aligned with CIFOR-ICRAF’s strategic priorities.
7. Research, Documentation, and Knowledge Management
· Conduct background research to support governance matters, institutional benchmarking, and policy development.
· Maintain an organized and up-to-date Governance Archive, including Board resolutions, bylaws, policies, and governing instruments.
