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.