The KP-TNC Secretariat serves as the administrative and operational hub of the KP-TNC. It is responsible for the day-to-day management and coordination of the KP-TNC’s activities and acts as the main recipient and manager of grants and funds. The KP-TNC secretariat will be hosted by countries. The country secretariat of KP-TNC will be hosted at offices of the Key Population Umbrella body if it is registered and if not then a bona-fide registered organization that hosts the umbrella body.
Roles of the secretariat:
The Secretariat will be the custodian of all KP-TNC funds, documents and properties. The secretariat host organization will open a separate bank account where the KP-TNC funds will be deposited and maintain good stewardship. The secretariat will keep and maintain adequate and correct accounts of KP-TNC’s properties and business transactions. It will also provide reports and accountings as required. The secretariat will be expected to review the financial report and give feedback to the leadership committee, and other relevant organs of KP-TNC.
- Preparing well for any meetings in consultation with the leadership committee: Proposing dates for KP-TNC meetings, setting the agenda, arranging meeting venue/call link, and sending the invitations, writing and sharing minutes)
- Convening KP-TNC secretariat meetings in consultation with the leadership committee (drafting agenda, writing and share minutes)
- Liaising with ODA agencies to be informed about their specific requirements and share relevant information with KP-TNC Members and prepare them accordingly to participate.
- Ensuring that KP-TNC meets its statutory obligations.
- Participating in hiring processes and approving human resource policies, including those related to salary, supervising and evaluating the staff performance on a regular basis.
- Overseeing the implementation of KP-TNC strategic priorities.
- Implementing the deliberations for all General Assembly meetings.
- Reviewing and presenting reports from the Secretariat and Leadership Committee during the general meetings.
- Resource mobilization on behalf of KP-TNC, approving annual budget and financial statements.
- Ensuring that KP-TNC leadership committee and members adhere to conflict-of-Interest Policy (included in this document)
- Ensuring effective uptake and exercise of governance capabilities by the all structures of KP-TNC
- Managing a continuity, transition efficiency within the KP-TNC.
