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.
How to Apply
To apply, submit your CV (max 2
pages), educational and professional credentials and a 1-page cover letter
explaining your interest, relevant skills and salary expectation to recruitment@themaatrust.org with
the subject as job title by 7th December 2025
