Company Secretary

The Council of the Zambia Institute of Advanced Legal Education (ZIALE) is looking for a suitably qualified experienced and result oriented person to fill the position of Council Secretary

JOB PURPOSE

To provide the Zambia Institute of Advanced Legal Education (ZIALE) Council with secretarial and legal services. To oversee, coordinate and facilitate general management and administrative functions. To promote and sustain good corporate govemance and to uphold the professional image of the Institute.

MAIN DUTIES AND ACCOUNTANTABILITIES

• Deputizes for the Director in his/her absence and role of Chief Executive Offcer;
• Keeps under review legislative, regulatory and governance issues which would impact the Council;
• Assists the Director in coordinating and scrutinizing the scheduling of courses for the Institute, ensuring that tik teaching calendar falls within ayeed time frames and that examinations are held, processed and published within the due period;
• Ensures that the Student Records Management System (SRMS) functions appropriately for all users and that all applicable are required data is up-loaded on to the SMS by unit Heads within the due period;
• Ensures Council is effectively briefed on legislative, regulatory and governance issues;
• Ensures that all Acts of Parliament, Statutory Instruments and Regulations within the Institution (Including the Library) are current and up to date;
• Prepares and ensures that policies surrounding regulatory and governance issues are in place and up dated regularly
• Provides a discreet but challenging voice to Council in relation to Council deliberations and decision making, drawing on his/her professional experience and expertise;
• Liaises with the Director and Chairperson of the Council in arranging Courxil Meetings;
• Takes Minutes at Council and Committee Meetings and ensures distribution Of the same to members in a timely manner and as appropriate;
• Distributes Notices and all relevant documents, (including Resolutions) prior to Council and Committee meetings in a timely manner;
• Ensures preservation Of confidentiality and secrecy Of Council and Committee proceedings;
• Answers to all correspondence received from Council and Committee members and provides the information or assistance requested;
• Acts as Legal Counsel of the Institute, providing litigation as appropriate;
• Liaises closely with the Ministry of Justice and other legal institutions such as the Zambia Law Development Commission, the
• Law Association of Zambia, in rcvicvving legal statutes in thc country in the context Of national aspirations;
• Prepares and verifies the annual Budget of the Office of the Council Secretary;
• Maintains the archive Of the Council and Committee Meetings up to date, including confidential files for each one of current members; ruiner members; Elie register or renewal or terms or Council members;
• Sits on various associations (Local and /or International) representing interests of the Institute;
• Sits on various Institutional Committees as directed by the Director;
• Accounts for the Institute’s assets (movable and fixed assets);
• Responsible for the Institute’s seal;
• Maintains the Institute’s corporate image and idenLiLy; and
• Performs other duties as directed by the Council or the Director.

QUALIFICATIONS AND EXPERIENCE

• Grade 12 with 5 -O- levels credits or better including English and matherrntics;
• LLB Degree from re-cognized University;
• Advocate Of the High Court for Zambia;
• Minimum 8 years practicing as an Advcxate;
• Has worked with Boards and Committee and has proved managerial skills;
• possession Of the Institute Of Chartered Secretaries and Administrators (‘CSA) qualification would be an added advantage; and
• Possession Of a Master’s Degree in Law (LL. M) will be added advantage.

KEY ATTRIBUTES

• High degree of confidentiality;
• Displays a high levels of integrity and trustworthiness;
• Excellent networking and interpersonal skills;
• Possesses business and legal acumen;
• Computer literate; and
• Excellent public speaking and presentation skills.

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