Secretarial Services
We offer secretarial services through our arm secretarial Axiom Registrars. The key mission is to promote good governance in our client organizations and ensure compliance with legal and regulatory requirements. Our Secretarial services are managed by our senior partner, Michael Kimani who is a Certified Public Secretary of Kenya and a member of the Institute of Certified Secretaries (ICS).
The following are the Secretarial Services that we offer:
A. Company Secretary
Public companies and private companies with a paid up capital of five million shillings or more and some regulated companies are required to appoint a company secretary by law or regulation. Other companies can also benefit from a company secretary on matters related to corporate governance and compliance.
The scope of company secretary services we provide include:
Annual statutory compliance services:
- Being on record as the company secretary;
- Monitoring and ensuring compliance with the Articles, Companies Act, and any other applicable laws;
- Advising the board on local company law and best practices for compliance and corporate governance;
- Keeping custody of all statutory records of the Company;
- Maintaining and updating the Company registers; e.g. Register of Members, Register of Directors, Register of Beneficial Ownership etc
- Timely preparation of board resolutions;
- Preparing the annual return and filing the same with the Registrar of Companies;
- Custody and maintenance of the common seal;
- Sealing documents, maintaining a record of the use and preparing resolutions regarding the use of the Common seal.
Meeting Services: Attendance at Board Meetings:
The duties include the following:-
- Preparation and circulation of all necessary documentation for the meetings which includes:-
- Correspondence with the management relating to the preparation of the meeting;
- Drafting and finalizing Notices and Agenda;
- Preparing the notice and proxy forms for Annual General Meetings; Special General Meetings and any notices to be circulated to members;
- Maintenance of minute records for the Board and Board Committees;
2. Attendance at Board Meetings
3. The subsequent preparation of the minutes and forwarding of these to Chairman for approval.
4. Advising on governance issues arising in the course of Board Meeting
5. Dealing with any other duties with relation to meetings, as is required of Company Secretaries
Non-Routine Secretarial Services: (Adhoc Services)
Such services include but are not limited to the following:-
- Processing changes in company membership;
- Processing changes in directorships;
- Allotment and transfer of shares;
- Changes in the nominal share capital;
- Change of company name;
- Certification of documents
- Obtaining official status report (CR 12) and conducting company searches;
- Opening of bank accounts and change in bank signatories;
- De-registration of an entity;
- Amendments to the Articles;
- Corporate advice on non-routine matters;
- Providing confirmations to third parties based on Company records.
In addition, we also provide the following Secretarial Services in Kenya
B. Business Registration
We help you register and operationalize your business. We are conversant with and can facilitate the following forms of registration:-
- Business names
- Limited liability companies
- Foreign branches
- Non-Governmental Organisations (NGO’s)
We go a step further and assist in obtaining tax registration of the entity and the directors and in the process of opening a bank account. Once the above is done, the entity is in a position to commence operations.
C. Local Representative For Foreign Companies
We provide local representative and registered office services to companies, branches and subsidiaries in Kenya.
D. Company De-registration Or Dissolution
In the eventuality that you wish to cease operations and dissolve the company, we guide and handle the process of de-registration up to the point that the company is struck off the register of companies.
E. Advisory Services
We offer advisory on matters related to the Companies Act, 2015 and its regulations and Corporate Governance including conducting corporate governance audits.