Job Description
Position
Company Secretariat Firm/Consultant
Assignment Period
Within 30 days from contract signing; completion expected within same timeframe
Reporting to
Compliance and Logistics Officer, VILUTHU
Location
Colombo office & onsite in Jaffna for workshop and coordination
1. Background & Context
VILUTHU, a Sri Lankan non-profit dedicated to gender equality, women’s empowerment, economic justice, peacebuilding, and governance, has supported a women-led initiative, Jaffna Sanjeevini, now registered as a non-profit company. Having remained dormant for two years, it is preparing to launch a digital market space. To re-activate its operations, the company must address outstanding compliance with the Registrar of Companies (ROC) and strengthen its internal governance and operational capacity. Tamil-speaking secretarial support is essential.
2. Objective
To ensure statutory compliance, restore good standing with ROC, and build robust governance practices—including a bilingual governance manual—for sustainable operations led by local women.
3. Scope of Work
- ROC & Statutory Compliance
- Prepare and file all pending forms: annual returns (Form 15/15A). Change in Secretary/Director (Form 20), Articles of Association amendments, etc., correcting the years of dormancy.
- Re-register or activate Jaffna Sanjeevini on the eROC portal, with ROC permission.
- File any additional incremental membership or governance forms as needed.
- Governance Documentation
- Facilitate an onsite workshop in Jaffna with project women leaders (conducted bilingually in Tamil/English).
- Prepare a bilingual (English/Tamil) governance manual and policy document customized to their roles and operations.
- Review and draft amendments to the company's Articles of Association in line with the governance manual.
- Advisory & Ongoing Support and facilitating setting up of bank account
- Aid ongoing statutory compliance and guide company officers.
- Service delivery to be overseen by at least a senior consultant or partner/director, with support from qualified officers/associates.
- Conduct all communications regarding governance and community engagement in Tamil.
- Set up a bank account that women can access for the company operations and guide in the administrative steps to follow for good governance practices.
4. Deliverables & Timeline
30 day period
- Governance manual to be developed in consultation with the women and VILUTHU
- Filing of all pending forms (if the forms)
- Advice on processes and measures to strengthen operations
- Set up banking operations and connected transparent measures
- Enable VILUTHU to be a monitoring agency that can oversee financials and operations for Jaffna Sanjeevini
- Amend articles of association where necessary
5. Qualifications & Eligibility
- Attach copy of any legal form/document that enables them to act as secretaries/registration document
- Proven track record in non-profit and profit companies and complying with ROC filings.
- Experience drafting governance manuals and amending Articles, especially for civil society/non-profit entities.
- Tamil-language fluency essential for community engagement in Jaffna.
- Team structure: senior consultant/partner oversight + officer/associate support required in team
6. Evaluation Criteria
Total Weight: 100%
- ROC compliance experience and certificate and able to handle Jaffna Sanjeevini in the portal: 30%
- Governance documentation expertise (non-profit-focused): 20%
- Tamil language and community engagement capacity: 30%
- Team composition and organizational capacity: 15%
- Cost proposal and turnaround time: 10%
7. Proposal Submission
Consulting parties must submit:
- Company/firm profile, CV of consultants, and certification evidence.
- Financial proposal detailing professional fees and disbursements and payment timeline proposed. Financial proposal to intimate costs to Jaffna discussion.
- Work plan confirming ability to deliver all outputs within 30 days.
8. Confidentiality & Ownership
All records and documents prepared are the property of Jaffna Sanjeevini/VILUTHU. The consultant must maintain strict confidentiality of all business and personal data accessed during the assignment.
9. Reporting & Supervision
Reporting updates to both the women from Jaffna Sanjeevini and VILUTHU. Reporting on deliverables for contractual purposes to Logistics and Compliance Officer.
10. Application Process
Interested candidates are requested to submit the following by 20th June 2025:
- Please email your application to: [email protected] (Subject line: Application for Company Secretariat Firm/Consultant before 20th June 2025.
- Deadline for submission of proposal 20th June
