Coordinator – Board Liaison and Executive Support

ActionAid International Kenya (AAIK) is a member of the ActionAid Federation. ActionAid works in more than 43 countries all over the world, in the places where we can make the biggest impact. We tackle poverty and denial of human rights at the local level, and we challenge the causes behind them locally, nationally, and globally. In Kenya, AAIK works in solidarity with women and people living in poverty and exclusion; connecting their voices, sharing ideas, spreading inspiration, campaigning, advocating, and influencing public policy to eradicate poverty and ensure social justice. ActionAid International Kenya has presence in 22 counties in Kenya.

Job Role

The job holder shall coordinate and support the office of the Executive Director and Senior Management Team to work closely with the Chair of the Board, Board, and the Board committees, to maintain AAIK’s external reputation as being a well governed organisation. S/he will support the Executive Director’s office to deliver on its mandate.

Key Accountabilities / Responsibilities:

Board Liaison

• Work with the Executive Director to strengthen AAIK’s governance and manage any governance-related projects where AA is seeking to improve its practice.
• Maintain a high level of knowledge and awareness of AAIK’s governance and all key organizational decisions and advise internal and external stakeholders as appropriate, communicating in a timely and effective manner.
• In close coordination with the Executive Director and Secretary to the Board, ensure that board, committee, and sub-committee meetings are effective and well organized, with clear concise Board packs, minutes, resolutions and timely follow-up on resolutions and actions
• Support the Executive Director on an annual basis to conduct the General Assembly, General Assembly recruitment, Board elections, induction, training, communication, governance reviews and appraisals and support the Board to update and implement the Board Development Plan and calendar.
• Manage governance related records, including keeping the governance manual updated, declaration of interest process, storing signed documents securely and in line with data protection legislation, and maintaining a “governance space” on the AAIK intranet to ensure that latest versions of key documents can be easily found.
• Partner with internal communications teams and upon approval to ensure effective communication of key governance messages that have been agreed by the Board
• Attend and minute meetings of the Board and its Committees and other management Committees, ensuring quality minute taking on a timely basis with proactively follow up of all actions.
• Manage the General Assembly register regarding processes around nominations, board’ appointments/resignations/ retirement and update the registers accordingly.
• Ensure exemplary governance standards are consistently maintained within AAIK in accordance with AAIK’s Constitution, Board governance manuals, policies as well as relevant laws and regulations.
• Assist the ED in facilitating effective communication between the Board, GA, and other stakeholders.
• Organize Board and Board Committee Meetings and Annual General Meetings.
• Maintain statutory records and file Statutory Returns and Procurement of required licenses, monitor and implement appropriate Governance regulatory and statutory developments and assist with annual audits of companies and directors and in collaboration with the Internal Audit, Assurance and Compliance teams.
• Identify and document risks related to Board services, processes, and products within the risk register and develop appropriate risk responses for identified risks to ensure the risks are mitigated and eliminate any possibility of recurrence while reporting any occurring risks regularly to ED and for flagging with the Board.

Executive Support

• Monitor and manage the Executive Director’s schedule, plan for execution and follow-up for actions on both internal and external engagements and communicate preparation requirements to other staff as needed.
• Ensure a robust process to manage conflicts of interest, outside business interests, associate disclosure obligations, and internal approvals.
• Prepare and present daily/weekly/monthly reports to senior management for decision making.
• Liaise with external lawyers on legal advisory, court cases, and monitoring compliance with court procedures and requirements to enhance timely, efficient, and effective conclusion of disputes, prosecutions, and disputes.
• Act as the key point of contact with the relevant national bodies on governance related matters as appropriate, and in consultation with the Executive Director and lead AAIK’s response to consultations on governance related matters, liaising with other NGOs on governance related matters as appropriate.
• Advise the organization regarding serious incident reporting, completing serious incident reports, liaising with both the Board and Senior Management Team
• Advise other internal teams regarding internal and external reporting, for example, on safeguarding issues, working with the AAIK Safeguarding Lead where appropriate as well as assurance.

Other Duties

• Perform other functions that will be assigned by the Executive Director from time to time.

Person Specification

• Bachelor’s in law (LLB) from a recognized University and required certifications
• Member of the Institute of Certified Secretaries
• Three (3) years minimum working experience as an Executive Assistant or Board Liaison in a large organisation.
• Knowledge of, or experience in, non-profit organizations, Board support, Board papers and Executive management and meeting minutes an asset
• A strong commitment to AA’s vision, mission and values, especially the rights-based approach and the principles of equal opportunity as outlined in AAIK Code of Conduct.
• Strong administrative skills
• Excellent decision-making skills and capabilities
• Excellent planning, organizational and analytical skills
• Resilient, focused and results oriented
• Strong ability to work independently, including the ability to multitask, prioritize competing tasks, and manage time effectively
• Strong belief in human rights and equality and commitment to demonstrate integrity in all aspects
• Excellent oral and written communication, presentation, and interpersonal skills
• Motivated, dynamic, and dedicated team player
• Ability to build and maintain strong relationships
• Willingness to continually improve technical and analytical competencies
• High level interpersonal and negotiation skills which includes the ability to manage confidently and competently the demands of a range of key stakeholders
• Proactive, solutions-focused, and able to work on own initiative with minimum supervision