Secretary Trustee - Volunteer Vacancy

We believe that every child should have access to a quality education at a safe, inclusive school, with the opportunity to become a truly global citizen. It’s an incredibly exciting time at African Adventures Foundation as we develop the vital programmes we deliver at the 34 partner schools we work with in Ghana, Kenya, and Zanzibar. We have ambitious plans to help drive greater impact at our partner schools and are looking to strengthen our existing Trustee Board that’s full of energy and experience!

Introduction to African Adventures Foundation

African Adventures Foundation is a registered charity set up in 2013 to provide support to 34 schools in developing areas of Ghana, Kenya and Zanzibar. These schools provide education, health and food security, and social support to young people whose access to these basic services would otherwise be very limited. African Adventures Foundation helps by funding food security programmes, the construction of important school facilities, and hygiene projects that will benefit children’s health and education. Our mission is to provide more children with a quality education and better opportunities in life.

All trustees are responsible for governing a charitable company and directing its management and operation. They must also ensure that the trust complies with all legal and statutory requirements.

About the role

The Secretary supports the effective governance and administration of the African Adventures Foundation. The role ensures that the Board of Trustees operates efficiently, meetings are properly organised and recorded, and the charity complies with regulatory and administrative requirements. The Secretary works closely with the Global Chair, Treasurer, and other Trustees to ensure the charity follows best practice in governance and maintains accurate records. As an ambassador, they also support external stakeholder and donor activities ensuring compliance to the standards required.

Key Responsibilities

• Governance and Administration

• Support the Global Chair in ensuring AAF is effectively governed and operates in line with its governing document.
• Ensure trustee meetings are properly administered, including preparing agendas, coordinating papers, and taking accurate minutes.
• Ensure that trustee decisions and discussions are clearly recorded and stored appropriately.
• Maintain up-to-date records of trustees, governance documents, and key organisational information, including steward of the governance schedule for all territories.

• Ensure that trustee meetings are properly administered and recorded.
• Circulate agendas, minutes, and supporting papers to trustees in a timely manner.
• Ensure other meetings, such as the Annual General Meeting (AGM), and key organisational events are properly administered.
• Ensure that minutes from meetings are approved and maintained as part of the charity’s official records.

• Ensure that records required by regulators are properly maintained, including those required by the Charity Commission for England and Wales.
• Maintain accurate governance documentation, including trustee appointments, resignations, and declarations of interest.
• Ensure that Charity Commission and other relevant organisation records are maintained and kept up to date.

• Ensure required information is filed with regulators in accordance with statutory deadlines.
• Submit annual returns and other required filings to regulatory bodies in the correct format and within required timescales.
• Support the Board in ensuring compliance with relevant guidance from bodies such as the Charity Commission for England and Wales and the Fundraising Regulator.

• Maintain an action log for trustee meetings.
• Monitor committee member action points and follow up where necessary.
• Support trustees by ensuring they have access to relevant governance information and documents.
• Assist the Board in maintaining good governance practices and transparency.

What we are looking for

• Strong organisational and administrative skills.
• Ability to take clear and accurate meeting minutes.
• Good attention to detail and record-keeping ability.
• Understanding of governance responsibilities within the UK charity sector.
• Ability to communicate effectively with trustees and stakeholders.
• Previous experience as a charity trustee or secretary.
• Ideally familiar with governance requirements of the Charity Commission for England and Wales.
• Experience supporting boards, committees, or governance structures.

Terms of appointment

• Terms of office

• Trustees are appointed for a 2-year term of office, renewal for 2 further terms to a maximum of 6 years.
• This is a voluntary position, but reasonable expenses will be reimbursed.

• Estimated at one day per month, but can vary.
• Attend the board meetings – a mix of online and in person.
• Additional time for preparation and distribution of meeting documentation.
• Time to manage governance records and regulatory submissions throughout the year.

We are looking for people willing to bring energy, enthusiasm and commitment to the role, and who will broaden the diversity of thinking on our board.

Responsibilities & Principles of all AAF trustee roles:

• Support and provide advice on AAF’s purpose, vision, goals, and activities.
• Approve operational strategies and policies and monitor and evaluate their implementation.
• Ensure the effective and efficient administration of the organisation.
• Ensure that key risks are being identified, monitored, and controlled effectively.
• Provide support and challenge to the AAF executive and team in the exercise of their delegated authority and affairs.
• Keep abreast of changes in AAF’s operating environment.
• Contribute to reviews of African Adventures Foundation’s own governance.
• Attend Board meetings, adequately prepared to contribute to discussions.
• Use independent judgement, acting legally and in good faith to promote and protect African Adventures Foundation’s interests, to the exclusion of their own personal and/or any third-party interests.
• Contribute to the broader promotion of African Adventures Foundation’s objects, aims, and reputation by applying your skills, expertise and knowledge.

Essential qualities and attributes of all trustees

• Willingness and ability to understand and accept their responsibilities and liabilities as trustees, and to act in the best interests of the organisation.
• Ability to think creatively and strategically, exercise good, independent judgement and work effectively as a board member.
• Effective communication skills and willingness to participate actively in discussions.
• A strong personal commitment to equity, diversity, and inclusion.
• A strong personal commitment to good financial management, and zero tolerance for corruption and misappropriation of our donors funds.
• Enthusiasm for our vision and mission.
• Willingness to lead according to African Adventures Foundation’s values.

This is an opportunity to play a key role in supporting the work of African Adventures Foundation. If you are organised, reliable, and motivated by making a difference, we would love to hear from you.