Corporate Secretary

Summary

The Corporate Secretary serves as the principal advisor to the Board of Directors on governance matters and ensures the effective administration of Board activities in alignment with the National Identification and Registration Act (NIRA) and other applicable laws and regulations. The role also involves managing a small secretariat of three persons, ensuring the efficient operation of the Board and its committees, maintaining accurate records, and providing administrative support. The Corporate Secretary serves as the primary liaison between the Board of Directors and the executive management of the National Identification and Registration Authority (NIRA). The role involves ensuring compliance with legal and regulatory requirements, providing administrative and governance support to the Board, and managing the efficient functioning of the Secretariat.

Responsibilities

• Governance and Board Support:

  • • Organise and manage all Board meetings, committee meetings, and general and ad hoc meetings, including scheduling, agenda preparation, and distribution of meeting materials.
  • • Record and maintain accurate minutes of Board meetings and ensure timely distribution to relevant stakeholders.
  • • Advise the Board and senior management on corporate governance best practices and ensure compliance with the National Identification and Registration Act and other applicable laws and regulations.
  • • Monitor the implementation of Board decisions, ensuring follow-up on assigned actions.
  • • Provide the Board with guidance on procedural matters in the conduct of Board meetings.
  • • Ensures the Board operates in compliance with the National Identification and Registration Act, corporate governance principles and other legal frameworks
  • • Operates as an active partner with Authority members to ensure the Authority’s effectiveness and good governance, acting both as an advisor- ensuring policy and intent are manifested correctly and as a resource to provide relevant trends and information.
  • • Coordinates the payment of fees to the Authority and its committee members, ensuring proper payment records are maintained and that they comply with approved guidelines.

• Legal and Compliance Duties:

  • • Ensure the Authority’s adherence to statutory and regulatory requirements, including timely filings with relevant government agencies.
  • • Maintain a register of Board members, including appointment dates, terms of office, and contact details, in compliance with the National Identification and Registration Act.
  • • Advise the Board and executive team on potential legal risks or compliance issues.
  • • Develops and maintains systems and procedures for the maintenance and upkeep of company records, ensuring they are accurate, filed, indexed, current, protected and accessible per the legal and compliance requirements

• Secretariat Management:

  • • Oversee the Secretariat, ensuring the efficient management of resources and staff (three persons).
  • • Delegate tasks and provide Secretariat staff leadership, guidance, and performance management.
  • • Develop and implement procedures for preparing and maintaining the agenda and minutes, compiling and distributing the Authority’s preparatory papers, minutes, briefing material, meeting agendas, notification, correspondence management, and other administrative duties.
  • • Ensure confidentiality and security of sensitive information managed by the Secretariat.
  • • Organises and maintains an annual timetable and diary of key meetings for the Authority and its committees.
  • • Attends all Authority meetings

• Communication and Reporting:

  • • Act as the central point of communication between the Board, executive management, and external stakeholders.
  • • Draft and circulate reports, resolutions, and official correspondence as required by the Board or the Chairperson.
  • • Liaise with government officials, partners, and stakeholders to facilitate the Board’s work.
  • • Prepares reports on outstanding agenda items and takes all necessary action to ensure that the information is provided in a timely manner for the Authority’s members to consider.

• Strategic and Operational Support:

  • • Support the Board in strategic planning and policy formulation, ensuring alignment with NIRA’s goals and objectives.
  • • Conduct research and prepare briefing documents on issues to be addressed by the Board.

Required Skills

• Core Competencies:

  • • Excellent written and oral communication skills.
  • • Strong organizational and time management abilities.
  • • High level of confidentiality and integrity.
  • • Strong leadership and interpersonal skills.
  • • Excellent judgement, decision-making and problem-solving skills
  • • Excellent customer service skills
  • • Integrity

• Technical Competencies:

  • • Knowledge of corporate governance principles and practices.
  • • Excellent understanding of the National Identification and Registration Act, The Registration of Births and Deaths Act, The Marriage Act, the Record Office Act and other relevant legal frameworks and regulatory requirements.
  • • Proficiency in Microsoft Office Suite and Board management software.
  • • Knowledge and ability to interpret legal and regulatory requirements.
  • • Ability to prepare reports, formulate positions on issues, articulate opinions concisely convey necessary information and make and defend recommendations.

Qualifications

• • Bachelor’s degree in law, Business Administration, Public Administration, or a related field.
• • Professional certification in Corporate Governance, Company Secretarial Practice, or equivalent would be an asset.

• Experience:

  • • Minimum of five (5) years in a corporate secretarial role or similar position, preferably within the public sector.
  • • Demonstrated experience in developing policy, procedures, corporate governance practices, and conducting research.
  • • Experience in managing small teams and working with Boards of Directors.

Additional Information and Instructions

• Special Conditions Associated with the Job:

  • • May be required to work beyond regular working hours to meet deadlines.
  • • Will need to handle sensitive and confidential information.

Interested persons should submit a cover letter and resume via email to: ✉️ Email: jobs@opm.gov.jm ⚠️ Please include the job title in the subject line of your email. Application Deadline: June 18, 2025

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