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Preparing for Mining Audits: A Checklist for Camps and Suppliers

By ATO ASEFOAH DADZIE

Few words can make a site manager sit up straighter than ���audit.” Whether it’s environmental, safety, operational, or compliance-related, a mining audit has the potential to uncover weaknesses you didn’t know were there—or worse, confirm the ones you hoped wouldn’t be noticed.

At JOBEX COMPANY LTD in Ghana, we’ve supported both clients and our own teams through countless audits across the mining value chain. From sanitation checks in worker camps to material traceability in procurement files, we’ve seen what a good audit looks like—and, honestly, what a bad one feels like too.

Over time, we’ve developed a working checklist that helps us prepare without panic. Not because we expect things to be perfect, but because we believe readiness is a culture, not a one-time effort.

Let’s walk through it.

Documentation is everything It may sound obvious, but you’d be surprised how often critical records go missing. From fuel logs to safety induction sheets, from procurement receipts to waste disposal slips—auditors will ask to see what you've done and how you recorded it. If it’s not on paper (or in digital systems with time stamps), it’s like it didn’t happen. We recommend a monthly documentation review—just a half-day session to ensure everything is filed, signed, and accessible.

Walk the site before they do A physical walk-through of your camp or work area a few days before the audit can help catch issues early. Are all emergency exits labeled and unobstructed? Is the fire extinguisher mounted and inspected? Is PPE available and in good condition? Fixing these things when an auditor is standing in front of you is too late. We assign one of our team members to do a mock audit every quarter. It helps.

Know your team leads Audits are conversations, not interrogations. But if your personnel don’t know who to speak to—or worse, give contradictory information—it reflects poorly on the entire operation. At JOBEX COMPANY LTD, we designate a “point person” for each operational zone. Housekeeping knows who to call. Kitchen staff have a lead. Drivers have theirs. When everyone knows their domain and who speaks for it, it shows confidence and control.

Waste management and environmental practices Especially for international clients or partnerships, this has become a spotlight issue. Auditors want to see how camps manage greywater, how oil is disposed of, how used batteries are stored. We had one audit where a simple segregation of plastic waste earned us unexpected praise—it wasn’t mandatory, but it showed intent. Think beyond compliance. Think responsibility.

Training and awareness logs Have your staff been trained on safety protocols? Do you have a record? Even informal “toolbox talks” should be logged. We’ve found that a simple A4 binder with dated pages for daily briefings makes a big difference. It’s not complicated. It just shows consistency.

Supplier traceability Auditors may ask how you sourced certain chemicals, construction materials, or even food items. Can you prove the origin? Was the vendor vetted? Did you follow internal procurement processes? Especially in mining camps, where diverse goods are brought in daily, it’s easy to lose track. We've integrated a supplier pre-approval form into our onboarding to create a paper trail from day one.

Safety drills and first aid readiness When was your last fire drill? Who’s trained in basic first aid? Is your emergency plan posted in visible areas? Audits often include scenario questions: “What would happen if...?” Having answers, and showing staff are trained to respond, earns more credit than fancy tech ever could.

I’ll be the first to admit—we didn’t get all this right from the beginning. Our early audit experiences were a mix of stress and scrambling. But we’ve matured. And much of that growth is thanks to clients who expected better, who shared global best practices, and who challenged us to step up.

This commitment to readiness, to process, and to a culture of accountability is part of what’s helped JOBEX COMPANY LTD gain international recognition—including our nomination for the 2025 Go Global Awards in London this November. Hosted by the International Trade Council, it’s more than an awards show. It’s a gathering of companies that understand the world is watching, and that transparency builds trust.

So, are audits nerve-wracking? Sure, sometimes. But they’re also a chance to prove that your systems work, that your team is aligned, and that your operation is built to last—not just built to pass.

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Understanding the Legal Framework: How Secretarial Audit Supports Corporate Transparency in India

Introduction to secretarial audit in India

In today's corporate landscape, transparency and accountability are paramount. To ensure that companies adhere to legal and regulatory requirements, secretarial audits play a vital role. A secretarial audit is a procedure used to assess if a business complies with several laws, rules, and regulations. In India, a secretarial audit is governed by the Companies Act, of 2013, and is conducted by a qualified Company Secretary (CS) professional. This article aims to provide an in-depth understanding of secretarial audits in India and their significance in promoting corporate transparency.

Understanding the concept of secretarial audit

Secretarial audit involves a comprehensive review of a company's statutory records, books, and documents. It encompasses an examination of the company's compliance with applicable laws, rules, and regulations. The objective is to ensure that the company is conducting its affairs diligently and lawfully. Secretarial audit covers a wide range of areas, including corporate governance, board procedures, maintenance of statutory registers, filing requirements, and compliance with labor and environmental laws. Companies can identify non-compliance issues by conducting a secretarial audit and taking remedial measures to rectify them.

Importance of secretarial audit for private companies

While the secretarial audit is mandatory for certain classes of companies, private companies in India are also encouraged to voluntarily opt for this audit. Private companies often have complex legal and regulatory obligations that need to be fulfilled. By conducting a secretarial audit, private companies can ensure compliance with the Companies Act, 2013, and other applicable laws. This not only helps in mitigating legal risks but also enhances credibility and trust among stakeholders. Additionally, secretarial audit provides an opportunity for private companies to assess their internal control systems, identify areas for improvement, and enhance corporate governance practices.

Role of a CS professional in conducting secretarial audit

A qualified Company Secretary plays a crucial role in conducting a secretarial audit. The CS professional possesses the necessary knowledge, expertise, and experience to assess a company's compliance with legal and regulatory requirements. They are responsible for conducting a thorough examination of the company's records, books, and documents to ensure compliance with relevant laws. The CS professional also provides recommendations and suggestions to rectify any non-compliance issues identified during the audit. Their role extends beyond mere compliance; they act as trusted advisors to the company, guiding them toward best practices in corporate governance and ensuring adherence to ethical standards.

Documents required for a secretarial audit

During a secretarial audit, various documents need to be examined to assess compliance. Some of the key documents include the Memorandum and Articles of Association, minutes of board and general meetings, statutory registers, annual reports, financial statements, and various filings made with regulatory authorities. These records offer information about the governance framework, decision-making procedures, and legal compliance of the business. By thoroughly scrutinizing these documents, the CS professional can identify any discrepancies or non-compliance and recommend appropriate actions.

Process of conducting a secretarial audit

There are various processes involved in carrying out a secretarial audit. Firstly, the CS professional conducts a preliminary review of the company's documents and records. This helps in gaining an understanding of the company's operations, structure, and compliance requirements. Next, the CS professional conducts an on-site visit to examine the physical records, interact with key personnel, and assess the overall compliance environment. Based on the findings, the CS professional prepares a detailed report highlighting the areas of non-compliance and provides recommendations for corrective actions. The report is then submitted to the company's management and board of directors for review and implementation.

Benefits of secretarial audit for corporate transparency

Secretarial audit plays a crucial role in promoting corporate transparency in India. It ensures that companies adhere to legal and regulatory requirements, thereby enhancing trust and confidence among stakeholders. By conducting a secretarial audit, companies can identify and rectify any non-compliance issues, thereby mitigating legal risks. This leads to improved corporate governance practices, ethical conduct, and accountability. Additionally, a secretarial audit provides valuable insights into a company's decision-making processes, governance structure, and overall compliance environment. This information is crucial for investors, lenders, and other stakeholders in making informed decisions about the company.

Legal framework for secretarial audit in India

The legal framework for secretarial audits in India is primarily governed by the Companies Act, of 2013. Section 204 of the Companies Act mandates certain classes of companies to conduct a secretarial audit. These include listed companies, certain public companies, and companies with a paid-up share capital of Rs. 50 crores or more. The Act also specifies the qualifications, duties, and responsibilities of the CS professional conducting the audit. Additionally, various rules and regulations, such as the Companies (Appointment and Remuneration of Managerial Personnel) Rules, 2014, and the Secretarial Standards issued by the Institute of Company Secretaries of India, provide detailed guidelines for conducting a secretarial audit.

Challenges and limitations of secretarial audit

While the secretarial audit is an effective tool for promoting corporate transparency, it has challenges and limitations. One of the challenges is the ever-changing legal and regulatory landscape, which requires CS professionals to stay updated with the latest amendments and requirements. Another challenge is the need for more awareness among companies, especially private companies, about the benefits and importance of secretarial audits. Limited resources and budget constraints may also pose challenges in conducting a thorough audit. Furthermore, the effectiveness of a secretarial audit depends on the cooperation and transparency of the company's management and personnel.

Conclusion: The role of secretarial audit in promoting corporate transparency in India

In conclusion, secretarial audit plays a significant role in promoting corporate transparency in India. It ensures that companies comply with legal and regulatory requirements, enhances corporate governance practices, and fosters trust among stakeholders. A qualified CS professional conducts the audit, examining various documents to assess compliance and provide recommendations for corrective actions. While there are challenges and limitations to overcome, the benefits of secretarial audit outweigh the difficulties. By embracing secretarial audits, companies can uphold ethical standards, mitigate legal risks, and strengthen their corporate reputation. Companies must recognize the value of secretarial audit and incorporate it as an integral part of their governance framework.

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