Job Description

Our client a law firm is seeking to engage the services of a Company Secretary.

Duties and Responsibilities

1. Organizing Board Meetings

• Formulating meeting agendas with the chairman and/or the chief executive.


• Collecting, organizing and circulating such information, documents or other papers required for the meeting.


• Ensuring that all meetings are minuted, signed by the sitting director and that the copies of the same are maintained in the Client file.

2. Annual General Meetings

• Ensuring that an Annual General Meeting is held in accordance with the requirements of the Companies Act and the companies’ Articles of Association.


• Preparing and issuing notices of meetings, and distributing proxy forms.


• Prepare directors for any shareholder questions and helping them create briefing materials.


• At meetings, ensuring that proxy forms are correctly processed and that the voting is carried out accurately.


• Ensuring that all meetings are minuted, signed by the sitting directors and that the copies of the same are maintained in the Client file.

3. Memorandum & Articles of Association

• Ensuring that the company complies with its Memorandum and Articles of Association; and


• Drafting and incorporating amendments in accordance with correct procedures.

4. Statutory Registers

• Maintaining the following statutory registers for all our Clients:
  
  
  
  • Members
  
  
  • Company charges
  
  
  • Directors and secretary
  
  
  • Seal Register (log on usage of each company seal)
  
  
  • Seal Log (all company seals stored at our offices)
  
  
  
  

5. Filing Statutory Returns and records update at Companies Registry

• Annual returns


• Amended Memorandum & Articles of Association


• Returns of allotments


• Notices of appointment, removal & resignation of directors and the secretary


• Notices of removal or resignation of the auditors


• Change of registered office and postal address


• Resolutions in accordance with The Companies Act

6. Share Registration

• Maintaining the company’s register of shareholder’s in our Client’s Company;


• Dealing with transfers and other matters affecting share-holdings;


• Dealing with queries and requests from shareholders;


• Preparing Share Certificates.

7. Subsidiary Companies

• Ensuring that procedures are in place for the correct administration of subsidiary companies and that correct information is given to the holding company;


• Maintaining a record of the group’s structure.

8. Any other duties as may be assigned from time to time.

How to Apply

Qualified candidates to send CVs to vacancies@peoplefoco.co.ke by 31st August 2021.

Clearly indicate the job title on the email subject.

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