Reports to: Supervisor – Corporate Services

Purpose of the Role

The Corporate Secretarial Assistant is responsible for assisting the Supervisor in ensuring that clients under their portfolio comply with legal practice and maintains standards of corporate governance. The corporate services assistant must have a thorough understanding of the laws that affect their areas of work.

Detailed Job Responsibilities

• Preparing statutory books, including share certificates, minute books, registers of members, directors and secretaries;
• Liaising with external regulators (Zambia Revenue Authority (“ZRA”), Patents and Companies Registration Agency (“PACRA”) and advisers such as lawyers and auditors;
• Ensuring the company complies with all applicable codes, as well as its legal and statutory requirements.
• Registration of companies (both local and foreign companies) with the PACRA;
•  Client file auditing
• Updating active clients lists (regular basis)
• Preparation and filing of documentation pertaining to changes in directorships and shareholding, as required;
• Application for VAT certificates, Tax Payers Identification Number (“TPIN”) documentation and other ZRA registration documents;
•  Application of various licenses including fire certificates, health permit, municipal annual business permits through the Lusaka City Council and Tourism Licenses through Ministry of Tourism;
•  Preparation and filings of annual returns, various extracts of minutes as may be required from time to time with PACRA;

Person Specifications

Qualifications and Experience

• Degree / Diploma in Law or equivalent related field
• Minimum two (2) years related corporate service experience
• Good understanding of the Zambian Companies Act rules and procedures will be a distinct advantage

Required Knowledge, Skills and Abilities

• Ability to maintain the confidentiality of matters as required
• Ability to work under pressure and to deadlines with attention to detail
• Ability to communicate effectively in business English, both written and verbally
• Familiarity and proficiency with Microsoft Office
• Working knowledge of records management practices
• Familiarity with and Working knowledge of the Zambian Companies Act
• Knowledge of legislative practices, procedures and standards
• Ability to effectively maintain accurate records and document data for corporate records
• Excellent organizational skills
• Ability to provide Excellent service to both internal and external customers