Job Title

Corporation Secretary

Grade

RG2

Reports To

Managing Director

Responsible To

Board of Directors through the Managing Director

Number of Vacancies

One (01)

Job Purpose

The Corporation Secretary provides professional legal, governance, and secretarial support to the Board of Directors and Management of Uganda Railways Corporation. The role ensures effective corporate governance, compliance with applicable laws and regulations, efficient coordination of Board affairs, and implementation of governance best practices that support the Corporation’s strategic objectives.

Key Functions and Responsibilities

Board Administration and Governance

• Advise the Board of Directors and Management on corporate governance matters and best practices.
• Coordinate and facilitate Board meetings, Board Committee meetings, and Annual General Meetings where applicable.
• Prepare and circulate Board agendas, meeting papers, minutes, resolutions, and action trackers.
• Maintain accurate, confidential, and secure records of Board deliberations, resolutions, and decisions.
• Monitor implementation of Board resolutions and provide periodic progress reports.
• Ensure compliance with corporate governance principles, public sector governance standards, and statutory requirements.

Legal and Regulatory Compliance

• Advise the Corporation on legal and regulatory obligations affecting its operations.
• Ensure compliance with the Uganda Railways Corporation Act, Government policies, statutory requirements, and other applicable laws.
• Develop and maintain a corporate compliance framework and advise Management on emerging legal and regulatory risks.
• Coordinate legal audits and monitor implementation of corrective actions to address compliance gaps.
• Liaise with external legal counsel, regulatory authorities, and government agencies on legal matters.

Corporate Records Management

• Maintain statutory registers, corporate documents, and official records of the Corporation.
• Ensure proper custody and security of Board documents, contracts, policies, governance instruments, and other corporate records.
• Oversee effective records management systems in accordance with Government regulations and best practices.

Policy and Strategic Advisory Support

• Provide governance guidance on strategic plans, policies, and institutional reforms.
• Support the Board and Management in reviewing and strengthening corporate governance frameworks and policies.
• Advise on corporate restructuring, strategic partnerships, investments, and major transactions from a governance and legal perspective.

Stakeholder Relations

• Serve as the principal liaison between the Board, Management, Government Ministries, shareholders, regulators, and other stakeholders.
• Coordinate communication and implementation of Board decisions across the Corporation.
• Foster effective relationships with oversight institutions and external stakeholders.

Risk Management and Ethics

• Promote ethical conduct, integrity, and good corporate governance practices throughout the Corporation.
• Support implementation of enterprise risk management and internal control frameworks.
• Advise the Board on governance risks and appropriate mitigation measures.
• Promote transparency, accountability, and responsible corporate citizenship.

Secretariat Management

• Provide strategic leadership and oversight of the Corporation Secretariat.
• Supervise, mentor, and develop Secretariat staff.
• Establish systems and processes that improve efficiency in Board and corporate administration.
• Prepare departmental budgets, work plans, and performance reports for the Secretariat function.

Expected Outcomes

• Effective and well-coordinated Board and Committee operations.
• Full compliance with legal, regulatory, and corporate governance requirements.
• Accurate, secure, and up-to-date corporate records and statutory registers.
• Timely implementation and monitoring of Board resolutions.
• Strengthened governance, accountability, and institutional integrity.
• Effective legal advisory support to the Board and Management.
• Improved stakeholder engagement and regulatory compliance.
• Efficient and responsive Secretariat services that support organizational performance.

Qualifications

Academic Qualifications

• Honours Bachelor’s Degree in Law.
• Postgraduate Diploma in Legal Practice from the Law Development Centre (Uganda).
• Master’s Degree in Law from a recognized institution.
• Professional qualification in one or more of the following is an added advantage:
  • Membership of the Institute of Chartered Secretaries and Administrators (ICSA) or its successor body.
  • Postgraduate qualification in Corporate Governance.

Professional Experience

• Minimum of ten (10) years of relevant experience in corporate governance, legal services, board secretariat, public administration, or related fields.
• Experience working in a Government institution, State Corporation, transport sector, infrastructure organization, or other regulated entity is desirable.
• Demonstrated experience providing governance and legal advisory services to Boards of Directors and senior management.

Core Competencies

• Corporate governance and board administration.
• Legal advisory and regulatory compliance.
• Corporate law and public sector governance.
• Board meeting planning and secretariat management.
• Policy development and institutional governance.
• Risk management and internal controls.
• Strategic thinking and decision support.
• Leadership and people management.
• Negotiation and stakeholder engagement.
• High ethical standards, integrity, and confidentiality.
• Excellent communication, report writing, and presentation skills.
• Analytical thinking and sound legal judgment.

Working Environment

• Office-based role with frequent interaction with the Board of Directors, Executive Management, Government Ministries, regulators, legal advisors, and other stakeholders.
• Requires handling highly confidential legal and governance information with professionalism and discretion.
• Involves coordinating Board meetings, governance activities, legal compliance processes, and stakeholder engagements.
• Operates in a demanding corporate governance environment with strict statutory deadlines and accountability requirements.

Application Note

Previous applicants for this position are encouraged to reapply.