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About This Role
The Administrative Officer II (Secretary to the Board) fulfills a pivotal dual role in advancing effective governance and executive leadership at ChildFund Philippines. As the organization strengthens its identity and systems following its transition from an international affiliate to a locally governed nonprofit, this position plays an essential part in ensuring continuity, accountability, and excellence in Board operations and executive office management. The role delivers trusted, high-level support to both the Executive Director and the Board of Trustees, enabling sound governance, strategic decision-making, and seamless coordination with national and international stakeholders.
Responsibilities
Primary Responsibilities
Secretarial & Governance Support to the Board
- Provide secretarial and administrative support to the Board of Trustees, ensuring adherence to bylaws, governance policies, and applicable Philippine nonprofit regulations.
- Organize and coordinate Board and committee meetings, including annual and special sessions —by preparing agendas in collaboration with the Board Chair and Executive Director.
- Compile and distribute Board packs (agendas, reports, resolutions, supporting documents) promptly and efficiently.
- Attend Board and committee meetings to record accurate minutes, decisions, and action points, ensuring timely circulation, approval, and secure archiving.
- Maintain all official governance records, including resolutions, minutes, policies, trustee terms, committee assignments, and conflict-of-interest disclosures.
- Track Board decisions and actions to promote follow-through and accountability among trustees and management.
- Support Board strengthening and onboarding, especially as new trustees transition into roles within the locally governed structure.
- Serve as a key liaison between the Board, Executive Director, and senior leadership on governance and administrative matters.
Administrative Support to the Executive Director
- Provide high-level, confidential support to the Executive Director, including calendar management, meeting coordination, travel, and correspondence.
- Act as a primary coordination point between the Executive Director, internal teams, the Board, ChildFund Alliance members, partners, and external stakeholders.
- Prepare briefing materials, presentations, reports, and talking points for leadership, governance, and external engagements.
- Assist in managing priorities, deadlines, and follow-ups linked to strategy execution, organizational change, and partnership requirements.
- Handle sensitive and confidential information with discretion, particularly related to governance, donor relations, partnerships, and organizational transformation.
Organizational & Transition Support
- Document and preserve institutional memory related to the transition to local governance, including policies, agreements, and historical records.
- Coordinate logistics for Board retreats, strategic planning sessions, and governance workshops.
- Align executive and Board administrative practices with nationally and internationally recognized good governance standards.
- Identify and recommend process improvements to enhance efficiency, transparency, and accountability.
Country Office Administrative Support
- Oversee visitor and meeting logistics, including travel arrangements, visa coordination, and in-country support.
- Provide administrative support for meetings and events, covering contract management, communications, equipment coordination, and expense administration.
- Manage official documents, correspondence, and regulatory filings (e.g., SEC, BIR) for both Branch and Foundation entities.
- Coordinate staff travel requests and approvals in compliance with travel policies.
- Support processing and issuance of consultant service agreements, ensuring accuracy and timeliness.
Other Duties
- Perform additional tasks as assigned by the supervisor.
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