Job Title: Board Administrative Secretary
Organisation: Fireworks Advertising
Duty Station: Kampala, Uganda
About Organisation:
Fireworks Advertising is a communication, sales and marketing advisory firm that delivers more comprehensive solutions than traditional advertising agencies.
Background
For greater effectiveness and better coordination of the activities of the Board of Directors, both at the committee level and at the full board level, fireworks Advertising would like to fill the position of Board Administrative Secretary, separate from that of the external company lawyers. This is a part time role that will require an average of 8 hours of your time per month and therefore calls for an ability to work independently with minimal supervision.
The following Terms of Reference (“ToR”) outline the responsibilities of the Board Administrative Secretary (the “Secretary”) for the Board of Directors (the “Board”) of fireworks Advertising.
Job Summary: The Terms of Reference define the purpose, responsibility and authority of the Board Secretary. The TOR is intended to guide the functions of the Board Secretary and ensure that it can effectively assist the Board of Directors in fulfilling its fiduciary responsibilities. The ToR will form the basis of the appointment and performance evaluation for the Board Secretary.
Reporting
Reporting to the Chairman of the Board of Directors, The Secretary shall work under the instructions and guidance of the Chairman of the Board. S/he shall provide support to the Chairmen of the committees of the Board.
Key Duties and Responsibilities:
The Secretary shall perform the following duties:
Meeting Administration:
- Work in consultations with the Board Chairman to prepare and circulate agendas for all Board meetings, ensuring timely delivery to directors and including relevant supporting materials.
- Work in consultations with the chairpersons of Board Committee to prepare and circulate agendas for all Board Committee meetings, ensuring timely delivery to directors and including relevant supporting materials.
- Schedule meetings of the Board and Board Committees in consultation with the Board Chairman, committee chairpersons and other directors.
- Secure meeting rooms and arrange facilities including, catering, transport, accommodation and other logistics as needed.
- Maintain and distribute meeting calendars for both the main Board and the Board committees.
- Coordinate logistics for presentations and guest speakers at the main Board and Board Committees.
- Coordinate the prompt payment of sitting allowances following the meetings of the main Board and Board Committees and maintain up to date records of the same.
Board Materials:
- Prepare and distribute Board materials, including meeting minutes, reports, and other relevant documents
- Coordinating with Management to ensure that all inputs (information) are provided by Management in a timely manner to reach the the Board members no less than Two Weeks before the scheduled Board and Board Committee meeting.
- Ensure Board materials comply with any confidentiality requirements. ◦ Maintain an archive of Board materials.
Minutes:
- Take accurate and concise minutes of all Board meetings, capturing discussions, decisions, and action items.
- Ensure minutes reflect legal and regulatory requirements.
- Prepare draft minutes for review and circulate the same to reach board members within 7 (seven) days after each meeting.
- Ensure that the board minutes are formally signed off by the Chairman of the Board or the Committee Chairman as may be relevant
- Maintain official copies of approved Board minutes and circulate the same to the Board members.
Correspondence:
- Manage Board correspondence, including receiving, reviewing, and distributing communications.
- Draft responses to Board correspondence where appropriate.
- Maintain a record of Board correspondence.
Board Development:
- Assist the Chair and Board in identifying and arranging for director development opportunities.
- Maintain Board member contact information and ensure Board members are kept informed of relevant developments.
Corporate Governance:
- Stay informed of relevant corporate governance best practices and advise the Board on governance matters as necessary.
- Ensure Board meetings comply with legal and regulatory requirements.
- Maintain Board policies and procedures related to Board operations. ◦ Perform other duties as assigned by the Chair or Board.
Authority
- The Secretary has the authority to:
- Obtain information and help from other staff members to fulfil own duties.
- Liaise with other parties in regard to Board meetings and materials.
Qualifications, Skills and Experience:
The ideal candidate will have three years experience in board affairs with the following qualifications:
- Bachelors Degree in social sciences and humanities
- Training in Corporate Governance will be an added advantage
How to Apply:
If interested, please submit your application to [email protected]
Deadline: 26th April 2025 by 5.00pm.
NB: Shortlisted candidates will be invited for interviews.
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