Duties and responsibilities

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.

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

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

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.

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.

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.
• 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.

Education, knowledge and experience

• Bachelor’s degree in Public Administration, Law, Business Administration, International Relations, Governance, or a related field.
• A relevant postgraduate qualification or professional certification in governance is an asset.
• At least 7–10 years of experience in governance, executive administration, or Board Secretariat functions within an international, research, intergovernmental or complex organizational environment.
• Strong track record in minute-taking, agenda-setting, decision tracking, and stakeholder coordination.
• Experience supporting or acting as a Board Secretary is highly desirable.
• Experience supporting senior executives in fundraising, donor engagement, partnership development, or resource mobilization processes within an international or development-oriented organization is highly desirable.
• Deep understanding of governance principles, organizational bylaws, and oversight processes.
• Strong understanding of donor landscapes, partnership models, and governance considerations underpinning institutional funding relationships.
• Exceptional written and verbal communication skills, with strong analytical and drafting abilities.
• High integrity, discretion, and capacity to manage confidential information.
• Excellent organizational and time-management skills with the ability to manage multiple priorities under tight deadlines.