KEY RESPONSIBILITIES:

Executive Decision Support

Conduct research and gather information on matters requiring executive consideration, including governance, programme, financial, legal, policy, administrative, and institutional issues. Prepare high-quality background papers, briefing notes, analytical reports, presentations, concept notes, and other decision-support documents for the functioning of the CEO Office. Analyse information from multiple sources, identify key issues, evaluate available options, and present concise recommendations to facilitate informed decision-making. 

Executive Coordination

Serve as the principal coordinating point within the Office of the Management  for communication with internal teams, consultants, partners, government agencies, donors, and other external stakeholders. Coordinate the Management meetings, official engagements, correspondence, travel, and institutional commitments. Ensure timely communication of executive decisions to concerned teams and monitor their implementation.

Meetings and Governance

Plan and coordinate meetings of the board committees, and project teams. Prepare agendas, circulate meeting papers, coordinate presentations, record proceedings where required, and ensure systematic follow-up of decisions. Develop systems for tracking action points and monitoring implementation of decisions across the organisation.

Project Monitoring and Institutional Coordination

Track organisational priorities, project milestones, statutory compliances, and strategic initiatives to ensure timely completion. Coordinate across departments and programme teams to identify implementation challenges and facilitate timely resolution. Prepare periodic progress reports and executive dashboards for review by the Managing Trustee.

Administration and Executive Office Management

Provide executive and administrative support necessary for the efficient functioning of the Office Maintain confidential records, institutional documents, correspondence, reports, and executive files with the highest standards of professionalism and discretion. Coordinate official visits, conferences, workshops, and organisational events.

Procurement and Vendor Management

Coordinate procurement processes, vendor relationships, quotations, purchase documentation, and processing of high-value purchases and organisational expenditure in accordance with approved procedures. Ensure proper documentation and record management relating to procurement and contractual matters.

Institutional Development

Identify opportunities for improving organisational systems, administrative processes, documentation standards, and operational efficiency. Undertake special assignments and strategic initiatives entrusted by the Managing Trustee from time to time.