Key Activities

• 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

Education & Certifications   �

• Bachelor’s in law (LLB) from a recognized University and required certifications
• Member of the Institute of Certified Secretaries

Experience   �

• 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

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The Human Resources Manager aids with and facilitates the human resources processes at AAIK and will administer employee-related support plans and act as liaison between employees and relevant service providers in collaboration with the Executive Director. The role holder will ensure that actions within the unit are taken in accordance with AAIK Human Resources Manual and prevailing pieces of legislation in Kenya. The role holder will oversee the provision of essential services and hosting agreements between AAIK, employees and stakeholders. The role will provide administrative support on human resources functions as needed including record keeping and maintenance of the HRIS entries.

Supervisory Responsibilities

• Essential services staff and Contracted service providers

Duties/ Responsibilities

Human Resources and Organizational Development

Lead and deliver on all key Human Resource (HR) and Organizational Development (OD) activities, ensuring that ActionAid International Kenya complies with internal HR policies and procedures in place and with relevant employment laws and regulations, including but not limited to:

• Managing the entire employee life cycle within AAIK, including recruitment and induction, work permits, pay and benefits, performance management, employee wellbeing, retention and separation
• Developing/updating and ensuring implementation of all HR policies and processes
• Leading on specific HR projects, for example HR Improvement Planning in AAIK’s operations; building a diversity and inclusion strategy
• Leading on employee learning and development initiatives (both individual and team-based
• Conducts audits of payroll, benefits or other HR Programmes and recommend collective actions.
• Liaising with the Senior Management Team and Governance, Board Development Committee of the Board on HR questions and issues as they arise
• Supporting consultant recruitment and contracting on OD related matters
• Maintaining knowledge of HR trends, regulatory changes, and new technologies.
• Manages all hosting agreements – execution and coordination – as direct support to the Executive Director
• Acts as the focal person between AAIK and the external legal services providers
• Performs employee related functions by ensuring employee requests and questions are attended to in a timely manner.
• Maintains required documents through payroll and insurance providers to for accurate record keeping and proper deductions and reconciles benefits statements.

Other Duties

• Support organization and coordination of the Annual General Assembly, Board Retreat and evaluation in collaboration with the Coordinator – Board Liaison and Executive Support
• Undertake other reasonable tasks assigned by line manager

Required skills/ abilities.

• Working understanding of human resource principles, practices, and procedures.
• Excellent verbal and written communications skills.
• Excellent interpersonal and relations.
• Excellent organizational skills and attention to details.
• Excellent time management skills with proven ability to meet deadlines.
• Ability to function well in a high paced and at times stressful environment.
• Proficiency with Microsoft office suites or related software.

Education Experience

• Bachelor’s degree in HR or related field and/ or equivalent experience.
• At least 5 years related experience required in a busy environment.
• Institute of Human Resources Management credential preferred.