About the Role
We are seeking a highly organized and motivated Governance and Executive Secretary to support the effective functioning of our governance structures and provide executive secretarial support to the Executive Director. This role is key to ensuring strong governance, accountability, and effective communication between the Board, management, donors, and partners.
Key Responsibilities
Governance Support
Organize Board and Committee meetings, including preparation and timely circulation of agendas, papers, and minutes.
Ensure Board decisions and action points are followed up and implemented.
Maintain accurate records of Board and governance documents in line with NGO legal and donor requirements.
Support Board member orientation and training.
Ensure compliance with NGO regulatory requirements, including timely filing of statutory documents.
Executive Secretariat Support
Provide direct administrative and coordination support to the Executive Director.
Manage the Executive Director’s calendar, correspondence, travel, and logistics.
Draft letters, reports, and presentations for the Executive Director.
Maintain confidential records and ensure information security.
Facilitate communication between the Executive Director, Board, staff, donors, and partners.
Person Specification
Criteria |
Essential |
Desirable |
Education / Qualification |
Bachelor’s degree in Administration, Governance, Development Studies, Law, or related field |
Professional certification in governance, company secretarial practice, or project management |
Experience |
3–5 years’ experience in governance support, NGO administration, or executive secretarial role |
Experience working directly with a Board of Directors or international NGO |
Knowledge |
Understanding of NGO governance structures, donor compliance, and statutory requirements |
Familiarity with local NGO regulatory frameworks and board management systems |
Skills & Abilities |
Excellent written and verbal communication; Strong organizational and record-keeping skills; Ability to manage multiple tasks and meet deadlines; Proficient in MS Office and virtual meeting platforms |
Minute-taking and drafting of board-level papers; Report-writing for donors and stakeholders |
Personal Qualities |
High level of integrity, discretion, and professionalism; Strong interpersonal skills; Ability to work with diverse stakeholders |
Demonstrated commitment to civil society values and social justice |
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ActionAid’s Sexual harassment Exploitation and Abuse (SHEA) and Safeguarding approach
ActionAid is committed to preventing any form of sexual harassment, exploitation and abuse (including child abuse and adult at-risk abuse) and responding robustly when these harms take place. SHEA and Safeguarding incidents are rooted in an imbalance of power, particularly gendered and sexualised abuses of power. ActionAid views any form of sexual violence as a gross violation of human rights. We will not tolerate our staff or other representatives carrying out any form of sexual harassment, exploitation or abuse towards anyone we encounter through our work.