Scope of secretarial services required

1.  Providing guidance, advice and support on corporate governance best practices and regulatory compliance matters.
2. Managing the logistics and administration of the Board of Directors and Committee meetings, including drafting, and reviewing board papers, preparing agendas, drafting minutes of board meetings, and managing follow-up actions.
3. Maintaining statutory books and records in accordance with applicable laws and regulations governing Non-Governmental Organizations (NGOs).
4. Ensuring that the organization is compliant with all relevant laws and regulations, including but not limited to the NGO’s Act 1990, the Employment Act 2007 and any other relevant legislation pertaining to organizations registered in Kenya.
5. Maintaining effective communication with the board of directors and other stakeholders and ensure that all statutory and regulatory filings and disclosures are made in a timely and accurate manner.
6. Ensure the organization is compliant with statutory and regulatory requirements, including filing of annual returns, maintaining statutory books and registers, and notifying the relevant authorities of any changes to the organization’s governance structure
7. Providing advice and assistance to the Management Team on the formation, restructuring, and dissolution of the organization, as may be required.
8. Act as legal advisor of the organization to ensure that the organization’s governance policies and procedures are up-to-date, effective, and in line with industry best practices.

Eligibility Criteria

Interested companies must meet the following eligibility criteria:

1. Be a registered company in Kenya.
2. Have a minimum of 7 years of experience providing company secretarial services.
3. A thorough understanding of corporate governance principles and regulatory requirements.
4. Familiarity with the relevant legal and regulatory frameworks in Keny.
5. Have a proven track record of delivering high-quality and reliable services to clients.
6. Possess the necessary qualifications and experience to provide company secretarial services, including a professional qualification in company secretarial practice
7. Experience working with Non-Governmental-Organizations and the NGO board

How to apply

Interested firms should send their bids comprising of all the items listed under section ‘Eligibility Criteria’ above to procurement-ea@Hivos.org The email submission should have the title: “Company Secretarial Services – Hivos East Africa” as the subject line of your email response and should be submitted by COB 31st March 2023.