Job Description

Posted on December 21, 2022

1.0  Background
Kwacha Pension Trust Fund (the Fund or KPTF) is a single employer pension fund and is regulated by the Pensions and Insurance Authority (PIA).
2.0   Scope of works:
The Fund now invites suitably qualified and experienced Firms to express their interest for the “Provision of Company Secretarial Services to the Kwacha Pension Trust Fund (KPTF) Board of Trustees”.
The scope of the assignment is to provide professional and efficient Company Secretarial Services to the Kwacha Pension Trust Fund Board of Trustees and will include among others the following;-
2.1 The Board Secretary shall be responsible for ensuring good information flows within the Board, other Stakeholders and senior Management, as well as facilitating induction and assisting with professional development of the Board of Trustees and Management as required;-
2.2 The Board Secretary shall participate in the Board of Trustees meetings as an Ex-official Member without the right to vote on any of the decisions of the Board;-
2.3 The Board Secretary shall ensure the maintenance of a board attendance register;
2.4 The Board Secretary shall maintain an up-to-date register of the Board of Trustees which should include professional and academic qualifications, contact details, interests in other companies and addresses;
2.5 The Board Secretary shall maintain an up-to-date statutory register and ensure timely submission of statutory requirements e.g. with PACRA and PIA.
2.6 The Board Secretary shall prepare minutes of all Board meetings and ensure timely approval and sign off;-
2.7 The Board Secretary shall be responsible for convening of Board meetings, generating and circulating of the notices;
2.8 The Board of Secretary shall identify any links or duplication in the roles of the Committees of the Board of Trustees;-
2.9 The Board Secretary shall be responsible for providing guidance to the Board of Trustees, on Trustees’ duties and responsibilities and governance matters;-
2.10 The Board Secretary shall ensure that annual general meetings are held in accordance with the PIA guidelines and the Fund Rules, overseeing the voting process, providing Members and the Board of Trustees with notice of meetings in a timely manner;-
2.11 The Board Secretary shall be responsible for timely preparation and circulation of Board packs, minutes and Board Resolutions of the Board of Trustees;-
2.12 The Board Secretary shall be responsible for maintaining and updating the register of Conflict-of-Interest for the Board of Trustees;-
2.13 The Board Secretary shall be responsible for ensuring that Trustees are aware of the relevant Laws relating to the Fund;-
2.14 The Board Secretary shall be responsible for Coordination of Evaluations of performance of the Board of Trustees including the evaluations of the performance of the Chairperson, individual Trustees and Committees;-
2.15 The Board Secretary shall be responsible for coordination of appraisals for Committee and Board Members;-
2.16 The Board Secretary shall provide feedback on the overall Fund governance and management, and
2.17 The Board Secretary shall ensure compliance with all statutory and regulatory requirements.
3.0 Expression of Interest Requirements
The EOIs should contain at minimum the following:
i) Company profile describing the core business of the firm/company;
ii) Qualifications and experience of Senior Management Team and the team that will be assigned to the Fund including;

Postgraduate or relevant professional qualification in Law and/or Chartered Secretary;
Knowledge or understanding of Fund Management and Pension Industry work environment and dynamics is desirable.

iii) Five (5) years or more demonstrated evidence of performing similar work preferably in the pension industry, fund management or financial services industry.
iv) Description of similar assignments previously undertaken with traceable references (should include the year, amounts involved, detailed work undertaken, names of the clients and contact persons);
v) Intended methodology to achieve the objective;
vi) Certificate of Incorporation and LAZ Membership or ICSA certificate;
vii) Any other related business or practicing license as may be required;
viii) Three reference letters from former or existing Clients;
ix) Copies of IDs of Shareholders/Directors/Partners;
x) Valid Tax Clearance Certificate;
xi) The financial proposal which should include the fee quotation for the assignment and
xii) Quotations must be valid for 90 days (indicate validity of the quotation).
4.0 Application Method
Interested Firms are to submit their Expressions of Interest in a sealed envelope clearly marked “Expression of Interest for the Provision of Company Secretarial Services” to the address below by 16.30 hours on 20th December 2022.
The Director
Kwacha Pension Trust Fund
Stand No. 5534
Corner Kakola/Libala Roads, Kalundu
Post Net Box 663 P/Bag E891
Lusaka
Electronic Copies will not be accepted.
For any queries, please write to the following:
[email protected] and
[email protected]
THE FUND RESERVES THE RIGHT TO DISCONTINUE THE PROCESS WITHOUT ANY RECOURSE TO THE PARTICIPANTS.