Appointment of Company Secretary - HAPROK

Scope of Services 

• Maintain the statutory registers and core corporate records of the Company, including registers of members, directors, company secretaries, beneficial owners, interests and charges, where applicable. 
• Prepare, coordinate and lodge annual returns, beneficial ownership information, registrable resolutions and changes in company particulars with the Registrar of Companies. 
• Maintain a statutory compliance calendar and advise HAPROK on applicable corporate filing and notification deadlines. 
• Advise the Board, Board Chairperson and Secretariat on the Companies Act, Cap. 486, the Articles of Association, Directors’ duties, members’ rights, quorum, voting, resolutions and corporate authority. 
• Review, when requested, Board and Committee notices, agendas, papers, resolutions and minutes for statutory authority, procedural compliance and consistency with the Articles of Association. 
• Prepare or review written resolutions, circular resolutions, Members’ resolutions and other formal corporate instruments. 
• Advise on the execution, authentication and custody of corporate documents and use of the company seal, where applicable. 
• Provide statutory and procedural support for the Annual General Meeting and other Members’ meetings, including review of notices, agendas, proxy documentation, resolutions, quorum and voting requirements, minutes and post-meeting filings. 
• Advise on the appointment, resignation, retirement or replacement of Directors and officers and undertake the required statutory filings. 
• Advise on actual, potential or perceived conflicts of interest and the appropriate recording and management of such matters. 
• Maintain custody or controlled records of the certificate of incorporation, Articles of Association, statutory filings, registers and other core corporate documents entrusted to the Company Secretary. 
• Liaise with the Registrar of Companies and relevant authorities on company secretarial matters. 
• Provide concise written governance opinions on material corporate or procedural matters within the agreed scope. 
• Provide Director and Committee-member induction on statutory duties, the Articles of Association and HAPROK’s governance arrangements when specifically requested. 
• Attend Board, Committee or Members’ meetings only where specifically requested or where attendance is reasonably necessary for a statutory or material governance matter. 
• Ensure orderly handover of all statutory registers, records, filing credentials and pending matters upon expiry or termination of the engagement. 

Minimum Qualifications and Experience 

• Registration as a Certified Secretary in Kenya and a current practising certificate. 
• Current membership in good standing with the Institute of Certified Secretaries. 
• Valid KRA Tax Compliance Certificate and, for firms, valid registration documents and business permit. 
• Current professional indemnity insurance. 
• A Lead Company Secretary with at least seven (7) years of relevant post-qualification experience. 
• Demonstrated experience supporting Boards, Board Committees, statutory filings and Annual General Meetings. 
• Experience with a company limited by guarantee, membership organisation, professional association or public-interest entity is desirable. 
• A signed declaration of independence, confidentiality and any actual or potential conflict of interest.