Job Vacancies at Skills Outside School Foundation

Primary function

We are seeking a Corporate Secretary whose primary functions include:

Internal

• Document Trustee appointments and removals.
• Preparation of AGM minutes and resolutions, as required;

Manage the conduct of AGMs from issuance of notices, preparation of documentation, and other key associated activities;

• Draft minutes of board meetings and circulate to the board for review and approval;
• Manage board meeting calendar;
• Prepare board meeting agendas and circulate to board members;
• Prepare detailed board packs, including compliance reports for circulation to board  members in accordance with corporate governance frameworks;
• Attend board meetings;I.
• Prepare and arrange for signature of board resolutions;

External

• Manage the amendments of the constitution, bye-law and other required documents by the Corporate Affairs Commission in line with Board resolutions from time to time

Administrative

• Raise invoices for the payment of statutory fees;
• Maintain all statutory registers such as register of members, trustees, policies, procedures, and governing documents;
• Manage update of Foundation’s policies and procedures in conjunction with relevant SOSF functions and ensure board approval is sought for all updates;

Legal and Ancillary Duties

• Draft and negotiate the agreement(s) (as appropriate) within which context of which SOSF programs will be implemented;
• Draft and/or review the contracts/statement of work of contractors;
• Draft offers of employment and statements of work for consultants, program support officers, full time and part time employees;
• Provide input on legal and corporate secretariat related matters in the SOSF Annual

Report;

• Manage the process of application of relevant licenses as required by SOSF;
• Assist in the procurement process for contractors;
• Liaise with the Admin and HR function to properly induct new Trustees;
• Manage the satisfaction of all conditions precedent to draw down of funds stipulated by grant providers and/or Donors;
• Provide legal advice as required;

Qualifications

• Minimum of a bachelor’s degree in a related discipline with at least 5 years of relevant work experience (essential).
• Experience working with CAC and other relevant government establishments.

Skills and experience:

• Very excellent written and verbal communication.
• Ability to handle confidential information
• Able to effectively prioritise and meet deadlines Excellent written and oral communication skills
• Courteous and professional demeanour
• Able to work as a team with Board of Trustees
• Strong sense of discretion
• Excellent organizational skills, with an ability to prioritize important projects

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Primary function

We are seeking an Admin / human resources officer whose primary functions include:

Recruitment

• Completion of biannual promotions and performance appraisals.
• Update of job competency profiles and assessement.
• Regular update of organisational-wide policies and procedures.
• Drafting, implementation and completion of annual staff development plans.
• Administer employment contractual agreements, non-disclosure forms etc.
• Conduct exit interviews and complete exit process.
• Monitor and record employee leave requests
• Set up of liason offices in partner states
• Onboarding and new hire orientation.
• Regular update of administrative registers.
• Manage procurement and inventory
• Maintain asset register
• Ensuring all office materials are available e.g. Envelopes, letterhead etc. 
• Managing logistics including travel arrangements, hotel and vehicle arrangements etc. for staff, guests, volunteers, consultants etc. as may be required 
• In charge of ensuring the organization has adequate communication systems e.g. Voice and video conferencing facilities.
• Negotiate reasonable agreements for meeting space and other SOSF requirements.
• Review and answer correspondence as required and calls/text messages to the Foundation.
• Making phone calls and/or responding to all callers in a friendly, professional and Courteous manner whilst responding to queries from the general public including Stakeholders and informing affected staff accordingly.
• Drafting and proofreading documents and letters to be sent by staff.
• Consolidate information from the team – the board and all staff at all times and track Action items and outcomes.
• Maintain manual and electronic information database or bank including documenting and reviewing applications for various roles, responding appropriately and relaying the information to the relevant stakeholders.
• Update the filling system and manage official documents for both hard and Electronic copies.
• minutes taking at regular management meetings, scheduling meetings, maintaining the staff meeting calendar, circulating meeting agenda etc.
• Populating the employee competence catalogue.

Updating policies and procedures.

• Ensuring facilities and office equipment are kept in optimal conditions.
• administering goal-setting documents to staff and following up on the submissions.
• Reviewing, and documenting staff, volunteers, consultants, and trainers’ reports when submitted.
• Handling administrative and secretarial matters.
• updating of vendors register annually.
• Ensuring staff welfare is properly attended to.
• Preparing memos.

Qualifications

• Minimum of a bachelor’s degree in any discipline, preferably in the social sciences with at least 2 years of work experience (essential).
• A professional certification is desirable (PHRI, CIPM).

Skills and experience:

• Very excellent written and verbal communication.
• Ability to handle confidential information
• Excellent analytical and critical thinking skills.
• Knowledge of microsoft word, powerpoint and excel.
• Ability to use dropbox, google drive, and hris systems.
• General understanding of documentation.
• Creative self-starter who can work independently or on a team.
• Thorough knowledge of labor laws
• Excellent organizational skills, with an ability to prioritize important projects
• Strong phone, email and in-person communication skills

JOB BENEFITS
At SOSF, we value diversity and inclusion – in backgrounds, and experiences and also encourage a gender Friendly work Environment. We offer:

Paid Time off (PTO) which includes;

• Sick (sick leave based on the duration of sickness after a verified Doctor’s report)
• Exam (A Maximum of 1-week paid examination leave annually)
• Annual (25 days for full-time staff and 20 days for contract staff)
• Maternity (3 months for confirmed female staff)
• Paternity leave (5 working days for male employees)
• Group continuous Learning and Development: As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient, and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Skills outside foundation as well as themselves. The team has a learning and development WhatsApp group where all posts are shared.
• External Engagement policy: SOSF Encourages people to have other external engagements outside SOSF which support the vision and mission of the organization as well as their interests.
• A flexible working structure that entails a 90% Remote and 10% Physical work structure.
• SOSF has an excellent career growth pathway for its staff through its 2-promotion cycle in a year.