Governance & Executive Support Officer at The Maa Trust

Role Purpose

• The Governance and Executive Support Officer is responsible for strengthening The Maa Trust's internal governance systems and ensuring high standards of administrative and legal compliance. The position supports the Executive Committee and Board of Trustees in governance coordination, policy development, contract management, compliance tracking, and governance capacity building for community institutions supported by The Maa Trust, including schools, health facilities, and water projects. The role requires strong written, analytical, and coordination skills, excellent attention to detail, proactivity and professional integrity.

Key roles and responsibilities:

• Governance Coordination and Board Support
• Provide secretarial support to the Executive Committee and Board of Trustees, ensuring effective governance operations.
• Prepare, circulate meeting notices, agendas, board packs, and supporting documents.
• Take accurate and professional minutes for Board, committee, and management meetings.
• Track implementation of resolutions, actions and prepare follow-up reports.
• Maintain official records including minutes, resolutions, and statutory filings.
• Coordinate compliance with relevant laws and regulatory frameworks.
• Policy Development and Compliance
• Lead the drafting, review, and updating of organisational policies, manuals, and standard operating procedures. Ensure all policies are compliant with Kenyan law and aligned with The Maa Trust's strategic and operational priorities.
• Maintain a central policy register and manage periodic reviews, consultations, and approvals.
• Coordinate dissemination and staff orientation sessions on new or revised policies.
• Support documentation and due diligence processes during donor or institutional audits.
• Legal and Contract Administration
• Draft, review, and manage contracts, MOUS, partnership agreements, leases, and consultancy agreements.
• Maintain an up-to-date contract register with key dates, deliverables, and renewal reminders.
• Liaise with external legal counsel on specialized matters where required.
• Ensure proper filing, version control, and confidentiality of all legal and governance documents.
• Support compliance with organizational and project-level legal requirements (permits, licenses, registrations). Governance Training and Institutional Strengthening
• Provide governance training and mentorship to committees and boards of institutions supported by The Maa Trust, including schools, health centres, and water projects.
• Develop and deliver training materials on good governance, accountability, and record-keeping.
• Support community institutions in developing and adopting constitutions, by-laws, policies and operating policies.
• Promote transparent, accountable, and sustainable governance practices across all supported projects.
• Track compliance with statutory and regulatory requirements for partner institutions.
• Administrative and Executive Support
• Provide administrative support to the Executive Committee, including correspondence, scheduling, and document preparation.
• Manage internal documentation, filing systems, and retrieval processes for key records.
• Assist with preparation of reports, presentations, and briefing notes for internal and external audiences.
• Ensure smooth coordination of meetings and special events related to governance and compliance.
• Support general organizational operations to ensure effective communication between the Executive Committee and departments.

Qualifications and Experience

• Bachelor's degree in Law, Governance, Business Administration, or related field.
• Certified Public Secretary (CPS-K) qualification is an added advantage.
• Minimum of 3-5 years' relevant experience in governance, legal administration, or executive support in a corporate, legal, or non-profit environment.
• Proven experience drafting and reviewing policies, contracts, and governance documentation.
• Strong knowledge of Kenyan governance and regulatory frameworks
• Excellent minute-taking and report-writing skills.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management systems.
• Experience supporting Boards, committees, and institutional audits is an added advantage.
• Discretion, professionalism, and strong organizational ability.

Personal Attributes

• Ethical, discreet, and highly professional.
• Excellent attention to detail and accuracy.
• Strong communication and coordination skills.
• Able to manage multiple priorities with minimal supervision.
• Analytical thinker with a proactive approach to problem-solving.
• Team player aligned with The Maa Trust's mission of community development and conservation.
• Interest in living in a rural wildlife environment.