Job Description
About ABC:
Agent Banking Company (ABC) is a Payment System Operator licensed by the Bank of Uganda. We provide financial services platforms and infrastructure to financial service providers, facilitating seamless transactions across Uganda. Our mission is to enhance financial inclusion through shared and interoperable financial services solutions.
Job Purpose:
The Board Secretary provides professional coordination, administrative and governance-support services to the Board of Directors and Board Committees.
The role ensures that Board business is well organized, properly documented, effectively communicated and followed through, with particular responsibility for ensuring that decisions and actions of the Board are clearly captured, assigned, tracked and followed through to completion.
The Board Secretary is not the Company Secretary and does not assume the statutory, legal or corporate secretarial responsibilities assigned to the Company Secretary.
Key Responsibilities
1. Board Action and Decision Tracking – Core Accountability
- Maintain the Board Action and Decision Tracker as the authoritative record of actions, decisions and resolutions arising from Board and Committee meetings.
- Ensure every Board action is clearly documented, assigned to a responsible person, given a target completion date and tracked to closure.
- Capture the required follow-up actions arising from Board decisions, including responsible executives, deadlines and expected deliverables.
- Proactively follow up with responsible executives and departments on outstanding Board actions.
- Obtain and record regular progress updates on open actions.
- Monitor action deadlines and identify actions that are approaching or have passed their due dates.
- Escalate overdue, delayed or unresolved actions to the CEO, Board Chairperson and/or Company Secretary, as appropriate
- Prepare periodic Board Action Reports highlighting completed, outstanding, overdue and high-priority actions.
- Ensure appropriate evidence of completion is obtained and recorded before an action is closed.
- Carry forward outstanding actions into subsequent Board and Committee reporting until formally resolved or closed.
- Maintain a clear audit trail of Board decisions, actions, progress and closure.
- Highlight recurring delays, implementation issues or matters requiring Management or Board attention.
Core accountability: Ensure that what the Board decides is documented, assigned, tracked and followed through to completion.
2. Board Meetings and Minutes
- Maintain the annual Board and Board Committee meeting calendar.
- Coordinate the scheduling of Board and Committee meetings with Directors, the CEO, Company Secretary and relevant Management members.
- Coordinate the compilation and timely circulation of Board and Committee meeting papers.
- Coordinate meeting logistics, including venues, virtual meeting arrangements and other administrative requirements.
- Attend Board and designated Committee meetings and take accurate, concise and professional minutes.
- Record key matters discussed, decisions, resolutions, action points, responsible persons and agreed timelines.
- Prepare draft minutes within agreed timelines for review and approval.
- Coordinate incorporation of approved amendments and maintain final approved minutes.
- Circulate approved minutes to authorized recipients
- Maintain an accurate record of Board and Committee attendance.
- Ensure actions arising from minutes are accurately reflected in the Board Action and Decision Tracker.
3. Board Correspondence
- Manage and maintain Board correspondence between Directors, the Board Chairperson, CEO, Management and other authorized stakeholders.
- Prepare and circulate Board notices, meeting invitations, correspondence and other communications as directed.
- Maintain a Board Correspondence Register for significant correspondence and matters requiring action or response.
- Monitor outstanding Board correspondence and coordinate timely responses.
- Follow up on correspondence requiring action and ensure responses are appropriately documented.
- Ensure Board communications are securely maintained and circulated only to authorized recipients.
- Maintain an organized electronic and physical record of Board correspondence.
4. Board Records and Document Management
- Maintain a secure, complete and well-organized repository of Board and Committee records.
- Maintain Board minutes, resolutions, meeting packs, correspondence, attendance records, action trackers and other Board documentation.
- Ensure appropriate document version control and access restrictions.
- Maintain the integrity, confidentiality and security of Board records.
- Ensure Board documents are readily retrievable by authorized persons.
- Maintain appropriate records of approved Board decisions and resolutions.
- Support the Company Secretary in maintaining appropriate corporate governance records where required.
5. Board Administration and Coordination
- Maintain the Board calendar and annual meeting schedule.
- Coordinate Board and Committee meeting logistics and administrative requirements.
- Support preparation of annual Board and Committee work plans.
- Coordinate Board-related communications and administrative activities.
- Support the organization of Board induction activities for newly appointed Directors.
- Support the CEO, Board Chairperson and Company Secretary with Board-related administrative requirements.
- Coordinate external advisers, consultants or other stakeholders engaged specifically for Board-related activities, as directed.
- Perform other Board-related duties assigned by the CEO or Board Chairperson within the scope of the role.
6. Support to the Board Chairperson, CEO and Company Secretary
- Provide professional administrative and coordination support to the Board Chairperson and CEO on Board matters.
- Support the Company Secretary in the effective administration of Board and Committee business.
- Assist in compiling Board briefing materials, presentations and reports as required.
- Support the coordination of Board and Committee calendars and annual work programmes.
- Assist with the preparation of information required for Board meetings and follow-up activities
- Maintain professional communication with Directors and senior Management on Board-related matters.
Role Boundaries
The Board Secretary is a Board administration, coordination and governance-support role. It is distinct from the statutory role of the Company Secretary.
The Board Secretary does not:
- Act as the statutory Company Secretary.
- Provide legal advice to the Board or ABC.
- Assume responsibility for statutory corporate filings.
- Certify statutory documents or resolutions in the capacity of Company Secretary.
- Exercise authority reserved for the Board, Board Chairperson, CEO or Company Secretary.
- Make decisions on behalf of the Board.
- Replace or duplicate the statutory responsibilities of the Company Secretary
- The Board Secretary will work closely with the Company Secretary to ensure effective coordination between Board administration, corporate governance and statutory requirements.
Requirements
Key Deliverables
The Board Secretary will be accountable for ensuring:
- Board decisions and actions are fully captured, assigned, tracked and followed through to closure.
- Board and Committee meetings are scheduled and coordinated effectively.
- Board papers are compiled and circulated within agreed timelines.
- Accurate and professional minutes are prepared and maintained.
- Outstanding Board actions are proactively followed up and reported.
- Board correspondence is properly recorded, monitored and actioned.
- Board records are complete, secure, current and readily accessible to authorized persons.
- Directors and senior Management receive timely and professional administrative support on Board matters.
Qualifications and Experience
Minimum Qualifications
- Diploma in Business Administration, Secretarial Studies, Management, Governance, Public Administration, Law, Finance or a related discipline.
- A Bachelor’s degree in a relevant discipline will be an added advantage.
Professional Experience
- 3–5 years’ relevant professional experience in Board administration, executive support, corporate administration, governance support, secretarial practice or a similar role.
- Demonstrated experience supporting a Board of Directors, Board Committee, CEO, Executive Director or senior management team will be highly advantageous.
- Experience in a regulated financial institution, fintech, payments company, professional services organization or other corporate environment will be an advantage.
Desirable Additional Qualifications
- Training or certification in Corporate Governance, Board Administration, Secretarial Practice, Project Management or a related field.
- Membership of a relevant professional association.
- Equivalent relevant professional experience may be considered alongside academic qualifications.
Core Competencies
Board and Governance Support
- Good understanding of Board meeting processes and corporate governance principles.
- Strong ability to document Board decisions, resolutions and actions.
- Understanding of the distinction between Board administration and statutory Company Secretary responsibilities.
Minute-Taking and Reporting
- Excellent minute-taking skills.
- Ability to produce concise, accurate and professional minutes.
- Strong report-writing and information summarization skills.
Action Management and Follow-Through
- Strong ability to track multiple actions, deadlines and stakeholders.
- Persistent and professional follow-up skills.
- Ability to identify overdue matters and escalate appropriately.
- Strong attention to detail and ownership of follow-through.
Communication and Stakeholder Management
- Excellent written and verbal communication.
- Ability to communicate confidently and professionally with Directors and senior executives.
- Strong interpersonal and stakeholder-management skills.
- Diplomacy and discretion when dealing with sensitive matters.
Organization and Digital Skills
- Excellent planning, scheduling and organizational skills.
- Strong document and records management capability.
- Proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, Outlook and Teams.
- Ability to maintain electronic trackers, registers and document repositories.
Personal Attributes
The successful candidate should demonstrate:
- Integrity and absolute confidentiality
- Professional maturity
- Exceptional attention to detail
- Reliability and responsiveness
- Strong organization and discipline
- Proactive follow-through
- Professional persistence
- Sound judgement
- Diplomacy and tact
- Ability to work independently
- Ability to manage multiple priorities and tight deadlines
- Confidence working with senior executives and Directors
Key Performance Indicators
Board Actions and Decisions
- 100% of Board and Committee actions captured in the Action Tracker.
- Actions assigned to responsible persons with clear deadlines.
- Timely follow-up on outstanding actions.
- Regular reporting of completed outstanding and overdue actions.
- Appropriate evidence maintained for actions reported as completed.
Board Meetings
- Meetings scheduled and coordinated within agreed timelines.
- Board papers circulated within approved timelines.
- Meeting logistics effectively coordinated.
Minutes
- Accurate and concise minutes prepared within the agreed timeframe.
- Approved minutes properly maintained and circulated.
Board Correspondence
- Board correspondence accurately recorded and appropriately followed up.
- Responses coordinated within agreed timelines.
Board Records
- Complete, accurate, secure and readily accessible Board records.
- Effective document and version control.
Confidentiality and Professionalism
- Zero unauthorized disclosure of confidential Board information.
- Professional and responsive service to the Board Chairperson, Directors, CEO, Company Secretary and Management.
Key Internal And External Interfaces
The Board Secretary will work closely with:
- Board Chairperson
- Board of Directors
- Board Committee members
- Chief Executive Officer
- Company Secretary
- Executive Management
- Heads of Departments
- External advisers and consultants
- Other authorized stakeholders
Ideal Candidate Profile
ABC is seeking a highly organized, discreet, proactive and dependable professional who can work confidently with Directors and senior executives.
The ideal candidate will combine strong Board administration and minute-taking skills with exceptional follow-through and accountability.
The successful candidate must be comfortable coordinating senior stakeholders, managing confidential information, maintaining accurate records, following up executives on outstanding actions and producing clear reports for Board consideration.
Above all, the Board Secretary should ensure that Board decisions do not simply get recorded—they get followed through.
How to Apply
Interested candidates should submit their CV and cover letter as one compressed PDF document outlining their interest and qualifications with the subject ‘Board Secretary Application’ to applications@agentbanking.co.ug by 27th September 2026.
