Corporate Governance and Secretariat Officer

Position Summary

Odunela Group is recruiting a Corporate Governance and Secretariat Officer to maintain reliable governance, entity, policy, decision and corporate-record systems across Group companies and approved projects. The successful candidate will support board and committee administration, maintain statutory calendars and controlled registers, document decisions and resolutions, coordinate legal instructions and ensure that governance records are complete, accessible and properly controlled.

This is a governance-administration role. Professionally reserved legal or company-secretarial work must remain subject to review by the retained company secretary, lawyer or governance adviser.

Principal Responsibilities

The officer will:

1. establish and maintain entity and corporate-information registers;
2. maintain records of directors, officers, ownership, registered details and approved corporate changes;
3. administer board, committee and authorised management meetings;
4. prepare meeting schedules, agendas, papers and action records;
5. draft minutes and resolutions for review and approval;
6. maintain decision, resolution and action registers;
7. track actions arising from board, committee and governance meetings;
8. maintain statutory filing and compliance calendars;
9. coordinate supporting information required for statutory filings;
10. maintain policy, procedure and governance-instrument registers;
11. maintain Delegation of Authority and reserved-decision records;
12. maintain contract, legal-instruction and professional-advice registers;
13. administer controlled-document numbering, versioning, approval, publication and withdrawal;
14. maintain records of conflicts of interest and related-party declarations;
15. coordinate instructions to retained lawyers, company secretaries and governance advisers;
16. track legal or professional advice and required corrective actions;
17. ensure superseded governance documents are removed from active use but retained appropriately;
18. maintain confidentiality and access controls over restricted corporate records;
19. prepare governance-status, overdue-filing and outstanding-action reports;
20. supervise the Governance and Corporate Records Apprentice when appointed;
21. support Group companies in maintaining consistent governance records and document-control practices.

The approved establishment places retained company-secretarial and legal review above this role where professional approval is required.

Essential Requirements

Applicants should demonstrate:

1. a degree, professional training or equivalent experience in law, corporate governance, company secretarial practice, business administration, records management or a related discipline;
2. experience maintaining corporate, board, policy or regulatory records;
3. strong minute-taking and formal writing skills;
4. understanding of document control, approvals and version management;
5. ability to manage statutory and governance calendars;
6. high standards of confidentiality and accuracy;
7. ability to distinguish administrative support from professional legal approval;
8. competence with digital document-management or ERP systems;
9. ability to organise complex records and follow actions to closure.

Desirable Experience

Advantageous experience includes:

1. company-secretarial support;
2. board or committee administration;
3. policy and governance-library management;
4. contract registers;
5. statutory filing coordination;
6. legal-instruction administration;
7. regulated or multi-company environments;
8. ERPNext, Frappe or digital document-control systems.

Personal Qualities

The role requires discretion, integrity, precise writing, neutrality, professional courage, respect for authority boundaries and willingness to preserve an accurate record even where the content is inconvenient.

Selection Process

Assessment will ordinarily include application review, screening interview, practical minute-and-register exercise, governance and professional-boundaries interview, final interview, references and verification.

Application Requirements

Applicants should submit:

1. A concise cover statement;
2. A current CV to include:
3. an example of a governance, records or secretariat process personally administered or improved;
4. the applicant’s specific contribution and result;
5. contact details for two professional referees.

YOUR APPLICATION WOULD BE REJECTED IF YOU DO NOT COMPLY WITH THIS APPLICATION REQUIREMENTS.

Equal Opportunity Policy

Odunela Group assesses applicants on competence, integrity, evidence, suitability and the approved requirements of the position.

Candidate Privacy

Applicant information will be processed for recruitment, verification and employment-administration purposes in accordance with the candidate privacy information available through the Odunela Group career portal.