Chief of Staff and Board Secretary
Recruit Finds
Nairobi, Kenya
Job summary
Chief of Staff and Board Secretary at World Agroforestry Centre (ICRAF)
About this role
Join Our Whatsapp Channel - CLICK HERE
Duties and Responsibilities
Executive Advisory and Leadership
Provide strategic counsel to the CEO on organizational priorities, sequencing of initiatives, positioning, emerging risks and readiness for key decisions.
Prepare the CEO for Board meetings, leadership engagements, government interactions and other institutional meetings by developing concise briefing materials, decision papers, talking points and follow-up actions.
Manage and strengthen the operations of the Office of the CEO, including planning, budgeting, systems, information management and quality assurance.
Supervise, coach and develop staff within the Office of the CEO, promoting high standards of accuracy, confidentiality, responsiveness and executive support.
Act as a delegated coordination point between the CEO and Senior Leadership Team, representing the CEO in internal meetings when authorized and ensuring agreed messages, commitments and actions are communicated and progressed.
Board Secretariat and Governance
Serve as Secretary to the Board and primary liaison with the Board of Trustees and its Committees, supporting effective governance and productive communication between Trustees, the CEO and management.
Manage the complete Board and Committee cycle, including governance calendars, agenda development, preparation and circulation of papers, meeting logistics, records and follow-up.
Ensure Board packs, minutes, resolutions and action registers are accurate, reviewed to a high standard, distributed within agreed timelines and securely maintained.
Advise the CEO and Board Chair on governance procedures, bylaws, statutory requirements, timelines and compliance matters affecting Board operations.
Manage the Governance Archive and digital governance platforms, ensuring appropriate access controls, document versioning, retention and secure preservation of institutional records.
Oversee statutory submissions, governance audits and related reporting requirements, ensuring they are completed accurately and within applicable deadlines.
Coordinate the development, monitoring and administration of the annual Board budget.
Decision Implementation and Institutional Coordination
Convert Board and Committee decisions into actionable management plans with clear responsibilities, deadlines and reporting mechanisms.
Maintain a consolidated record of commitments arising from Board, Committee and Senior Leadership Team decisions and provide regular progress updates.
Coordinate management responses to Board recommendations, audit observations, assurance findings and internal control issues.
Facilitate collaboration between the CEO’s Office, Senior Leadership Team, Research, Corporate Services, Legal and Human Resources to support consistent execution of institutional decisions.
Alert the CEO to delayed actions, unresolved matters and emerging organizational risks, together with practical recommendations for addressing them.
Special Projects and Institutional Effectiveness
Lead or coordinate strategic assignments commissioned by the CEO, including organizational transformation, governance improvements, policy reviews and institutional risk initiatives.
Establish cross-functional task teams, develop project plans and coordinate delivery against agreed objectives and deadlines.
Produce high-quality analysis, options papers and recommendations on issues with significant institutional, legal or reputational implications.
Support Board processes such as CEO performance assessments, Board effectiveness exercises and Trustee recruitment and induction in collaboration with the Board Chair.
Executive and Governance Communications
Draft and review communications issued by the CEO, Board Chair and Board Secretary, ensuring that official positions, decisions and governance matters are communicated clearly and accurately.
Work with Communications and Outreach teams to ensure staff communications concerning organizational priorities, institutional decisions and Board outcomes are timely and consistent with the CEO’s direction.
Maintain consistency and professionalism in governance communications shared with employees, Trustees, funders and partners while supporting transparency, accountability and stakeholder confidence.
Institutional Representation and Stakeholder Engagement
Develop strong and professional working relationships with Trustees to facilitate effective governance, timely information sharing and well-informed decision-making.
Coordinate governance-related engagement between the Board, senior management, external auditors, legal advisers and other external stakeholders.
Represent the CEO when formally delegated, ensuring that commitments, risks and required follow-up are properly recorded, communicated and progressed.
Contribute governance and assurance expertise to funder due diligence, compliance processes and partnership requirements, ensuring institutional responses are accurate, coordinated and consistent with Landscape Alliance standards and recognized good governance practices.
Other Responsibilities
Identify, assess and take appropriate measures to manage risks associated with assigned responsibilities.
Take reasonable responsibility for personal occupational health and safety and that of colleagues, in accordance with Landscape Alliance’s Occupational Health and Safety Policy and applicable statutory requirements.
Support Landscape Alliance’s commitment to protecting the safety, welfare and dignity of children, adults at risk, employees, consultants, interns, Board members and other stakeholders. Follow safeguarding and risk management procedures designed to prevent and respond to harm, abuse, neglect or exploitation, and take appropriate action when concerns arise. Handle related information confidentially and in accordance with organizational safeguarding and risk management policies.
Requirements
Advanced degree in a relevant discipline such as Public Administration, Law, Governance, International Relations, Development Studies, Political Science, Business or a related field.
At least 10 years of progressively senior experience in executive office management, corporate governance or Board secretariat roles within an international, research, intergovernmental or similarly complex organization.
Demonstrated experience working as a Board Secretary or providing direct Board secretariat support, including agenda preparation, minute production, drafting resolutions and monitoring implementation of Board decisions.
Proven ability to advise senior executives and translate organizational strategy and Board decisions into coordinated action across multiple functions.
Experience managing organizational transformation, governance reform or strategic projects involving sensitive legal, institutional or reputational considerations.
Strong knowledge of governance principles, organizational bylaws, compliance requirements and risk oversight.
Demonstrated experience managing, supervising and developing staff.
Outstanding writing, analytical and communication abilities, including the capacity to produce high-quality Board-level documents under demanding deadlines.
Proficiency with digital Board governance platforms such as Diligent Boards and Microsoft Office applications.
High level of integrity, confidentiality and discretion, with demonstrated ability to manage sensitive information appropriately.
Strong judgment and the ability to maintain an objective, neutral institutional position when handling complex or contested matters.
Ability to manage competing priorities effectively while maintaining accuracy and attention to detail under pressure.
Ability to work successfully with colleagues and stakeholders from diverse multicultural and international backgrounds.