Corporation Secretary and Director Legal Services at Kenya Plant Health Inspectorate Service (KEPHIS)

KPH/CS&DLS/1/24

Job Specification

Duties and Responsibilities:

• Providing advice to the Board and Board Members individually on their duties, responsibilities and powers and how these should be exercised in the best interest of the organization;
• Ensuring the board procedures are followed and reviewed regularly, and that the Board complies with the Law, rules and regulations;
• Assisting the Chairperson and Managing Director in organizing Board activities, including providing information, preparing agenda, issuing notices and preparing for meetings, board evaluations and board development programs;
• Providing secretarial services to the Board including ensuring that the board work plan is prepared and adhered to, circulating board papers in advance of the meeting, keeping a record of attendance at meetings, keeping safe custody of the seal and a record of its usage;
• Ensuring that the minutes of the Board and Board committees are promptly prepared and circulated and maintaining safe custody of the same;
• Keeping the Board abreast of and informed on, current governance thinking and practice;
• Coordinating the governance issues including governance audit process;
• Drafting of agreements, contracts, leases and maintaining records of such transactions;
• Liaising with external legal counsel on legal matters affecting the Corporation and the Board;
• Verifying all contracts, agreements, leases in which the Corporation and the Board enters into to ensure compliance;
• Advising the Management on legal aspects of administrative matters;
• Undertaking research on assigned legal issues;
• Collecting and collating research data;
• Vetting and verification of documents before execution by authorized representatives of the Corporation and the Board;
• Liaising with the office of the Attorney General on legal issues affecting the Corporation and the Board in execution of its mandate;
• Preparing witnesses and the evidence as well as presenting the same in court while keeping an updated record of all court cases;
• Collaborating and corresponding with external advocates on all pending court cases;
• Attending to internal corporation queries of legal nature in the facilitation of normal business;
• Advising Procurement committees on legal issues;
• Maintenance of accreditation and ISO certification;
• Providing secretarial services to the Board of Trustees including ensuring that the board work plan is prepared and adhered to, circulating board papers in advance of the meeting, keeping a record of attendance at meetings, keeping safe custody of the seal and a record of its usage.

Person Specification

For appointment to this grade, a candidate must have:

• At least ten (10) years’ experience, with six (6) as Principal Legal Officer or its equivalent;
• Bachelor’s Degree in Law from a university recognized in Kenya;
• Master’s Degree in law or related fields from a university recognized in Kenya;
• Post Graduate Diploma in Law;
• Advocate of the High Court of Kenya;
• Current Practicing Certificate;
• Registration as a Certified Public Secretary (K);
• Membership to Law Society of Kenya in good standing;
• Membership to the Institute of Certified Secretaries;
• Leadership course lasting not less than six weeks;
• Demonstrate excellent interpersonal, communication and analytical skills; with good understanding of public service regulations and procedures in service delivery; xii. Be a team player, high degree of integrity, self-driven, honest and with ability to work independently and meet deadlines.

Skills

• Technical skills;
• Drafting skills
• Planning skills;
• Reporting skills;
• Interpersonal relationship skills;
• Communication skills;
• Problem solving skills;
• Computer literacy and proficiency skills;
• Data analysis and presentation skills.

Competencies

• Ability to work under pressure;
• Ability to work independently and in a team;
• Ability to multi-task;
• An understanding of the planning process from start to completion;
• Experience using IT systems including database management;
• Excellent administrative capabilities.