Lusaka
Zambia
JOB OPPORTUNITY
World Vision Zambia Limited, a child-focused, Christian, non-governmental organization (NGO), seeks to recruit a qualified candidate who is motivated and result-oriented to fill the following position:
ASSISTANT COMPANY SECRETARY
ROLE:
- Support the Company Secretary: ensure that WV Zambia Limited Board fulfills its governance function and is facilitated through Board developments and effective processes to meet the WVI Partnership Governance standards and milestones; and ensuring statutory and regulatory compliance;
- Support the Office of the National Director: facilitate the smooth running of the Office through the timely execution of specific projects aligned with the goals of WV Zambia Limited; and provide general administrative support when necessary;
- Independent legal advisor: provide internal legal support to the organization including through review and management of agreements and other legal documents; legal support in human resource issues and in risk management.
MAJOR RESPONSIBILITIES
1. ASSIST THE COMPANY SECRETARY IN THE GOVERNANCE FUNCTION
- Assist in scheduling of and preparation for all Board Committee meetings;
- Provide confidential secretarial functions to the Company Secretary, National Director and Senior Leadership Team, by producing a variety of documents such as correspondence, minutes, agenda and Board reports;
- Assist with corporate secretarial functions including production and distribution of Board materials, maintenance of Board records, draft Board agenda, resolutions and minutes; update and maintain records, email and directories of all Board members;
- Attend a variety of senior management and/or Board meetings, Annual General Meetings and take minutes; produce and distribute minutes as appropriate; gather information for inclusion in management or Board reports on request and distribute meeting packages prior to meetings;
- Maintain copies of all information packs distributed to Board members;
- Maintain corporate governance guidelines and Board committee charters;
- Maintain Board and Committee calendars;
- Assist the Company Secretary in the co-ordination and planning of Annual General Meetings by ensuring locations and meal arrangements are booked and through preparing and distributing meeting agendas and meeting materials;
- Ensure company records are filed and protected and, where applicable, indexed and kept up-to-date, and accessible.
2. STATUTORY AND REGULATORY COMPLIANCE
- Regularly review and ensure that the organization’s statutory documents are in place and updated; and all statutory changes and updates are communicated to all departmental heads to ensure compliance;
- Advise on and ensure statutory compliance and completing relevant annual returns for WVZL.
- Assist in facilitating internal workshops for compliance training.
3. INDEPENDENT LEGAL ADVISOR
- Support procurement teams and other departments in the preparation and management of tender documentation and various types of contracts, memoranda of understanding and other legal structures for all projects, programs and relationships with development partners.
- Coordinate and negotiate legal agreements, as requested, including ensuring approvals are obtained prior to execution;
- Support departments and teams managing contracts, etc. to ensure compliance with terms;
- Draft memoranda of understanding as required with the Government of Zambia for World Vision projects;
- Update the Tendering and Contracting Manual as required;
- Review and update organization’s legal document templates as necessary;
- Oversee the maintenance of the contract registration database;
- Provide general legal advice , including in relation to staff management and relations, upon request;
- Support the management of the organization’s legal risks;
- Liaise with WVZL external counsel.
EDUCATION / KNOWLEDGE / EXPERIENCE
- REQUIREMENTS
- Bachelor of Laws degree and legal practitioner of at least three (3) years post-qualification experience, with knowledge of company secretarial functions and general legal practice;
- Ability to discharge duties politely, with respect for authority and for cultural sensitivities;
- Ability to liaise at executive and director level;
- Ability to work with minimal supervision, be assertive and analytical;
- Good organizational and problem-solving skills;
- Pragmatic and results-oriented;
- Excellent verbal and written communication proficiency in English;
- Strong attention to detail;
- Open-minded and willing to learn;
- Unblemished record in conduct and character;
- Demonstrated leadership ability;
- Experience in using Microsoft Office (Word, Access, Excel, PowerPoint);
- Must be a committed Christian and able to stand above denominational diversities.
2. ADVANTAGEOUS ATTRIBUTES
- Additional professional qualification as a Chartered company secretary;
- Post-graduate qualifications in relevant fields;
- Hands-on experience in corporate governance, preferably related to non-profit organizations;
- Legal contract management experience;
- Experience in and understanding of the development sector;
- Administrative experience.
Interested candidates should send their application letters with detailed updated Curriculum Vitae to the link below not later than 28th November, 2014.
Only shortlisted candidates will be contacted
