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Secretarial Manager Job in Kenya

Vacancy: Manager Secretarial

Our client is a member firm of one of the world's leading organisations that provide independent assurance, tax and advisory services with a global presence in 127 countries.

Our client works in 21 countries in Africa and has a regional office in Nairobi. In Kenya, our client offers a broad range of services that include: audit, tax, advisory, outsourcing and secretarial services.

Reporting to the Senior Manager, you will have strong business acumen and will be expected to effectively manage multiple relationships which will include clients, team members and coaches.

You will identify and develop new business opportunities and manage multiple assignments and teams, ensure the quality of work and provide coaching support.

Key Accountabilities

  • Identifies opportunities to provide additional services to new and existing clients in alignment with our brand promise
  • Actively respond to proposals and identifies prospective clients.
  • Contributes to attracting experienced hires and ensuring successful integration of new hires.
  • Contribute to the achievement of set budgets through new services to existing clients, within or beyond own practice. Grows the business by bringing in new clients against targeted budgetary amounts.
  • Directly involved in the introduction of new clients or Ksh. fees from new clients

  • Responsible for the execution of the complete client service cycle for engagements including attending client meetings and finalising communications.
  • Ensures the quality service and standards of work are delivered.
  • Develops meaningful relationships and providing service excellence that exceeds client expectations.
  • Proactively respond to all client feedback as a priority and constructively.

  • Demonstrate commitment to the highest technical professional excellence for self and team
  • Provide effective supervision, coaching and mentoring while “on-the-job” and through formal coaching arrangements
  • Contribute to developing a knowledge-sharing culture and invests in the learning and development of themselves and others
  • Supports the firm’s campus recruitment and experienced talent attraction when required
  • Gives constructive and supportive performance feedback to team members in an open, direct manner, completing evaluations for team members in accordance with firm policy

  • Responsible for engagement management and profitability including personal and team productivity
  • Coach and train others on the firm’s business model and the economics of our industry
  • Responsible for client billing and fee negotiation where applicable
  • Achieves engagement profitability
  • Contribute to the firm’s financial performance by delivering quality chargeable hours

Job Roles and Responsibilities
  • Participate in the development of internal control procedures that ensure the quality of work is maintained. This would include Office Registers, updated databases etc.
  • Ensure all procedures and reviews of work procedures are adhered to by developing/ introducing quality control tools in the Department.
  • Is involved in debtors management and participates in the development of procedures that help maintain healthy cash flow.
  • Assist the Partner Designate in designing ways and strategies of maintaining flow of work in the Department and especially the creation of new work.
  • Handle all company secretarial matters which include:
  • Taking client briefs which will instructions of how they want work carried out.
  • Liaising with the clients for the progress and completion of such exercises through reminders and thus developing an appropriate system. 
  • Prepare client documentation in line with their requirements. Ensuring documents are executed accordingly i.e. stamping and or filing with the Registrar of Companies – putting a closure to an exercise.
  • Organizing, preparing agendas for, attending and taking minutes of board meetings and annual general meetings (AGMs);
  • Review documents ready to be dispatched to clients for signatures and organizing for any amendments that might be necessary
  • Participates in training for members of staff which including organising and conducting training.
  • Lead and manage staff including motivating the team, ensuring their productivity is optimal, overseeing their welfare and general departmental administration.

Qualifications and Person Specifications
  • A Bachelor of Laws degree from a reputable institution of higher learning
  • Advocate of the high court
  • Certified Public Secretary (CPSK)
  • Five (5) to Seven (7) years experience providing external company secretarial services
  • Must have had prior experience working with and supporting Boards including organising Board meetings, sending meeting notices, and compiling Board papers taking board meeting minutes and ensuring continued compliance of regulatory and legal.
  • Strong communication and interpersonal skills
  • Strong business acumen with the ability to identify new clients and business opportunities

If you meet the minimum requirements for this position send us your application to the address below by close of business Friday July 11 2014.

Your application will include a cover letter, detailed and up to date CV with your contact details, details of current and expected remuneration and the names and contacts of three professional referees.

Adept Systems
Management Consultants
P O Box 6416, Nairobi, GPO 00100

Please note that we do not charge fees for receiving or processing job applications, only shortlisted candidates will be contacted.

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