DescriptionThe Company Structure is a Private Company with 2 (two) Shareholders. There is a Board of Directors with various Board Committees. The incumbent is responsible for the managing, planning, implementing, processing, and administering of all matters relating to corporate governance and the company secretarial portfolio, including managing the administration of the relevant processes, coordinating the functions of the Board and its Committees and the liaison between the Board and other stakeholders. They will be required to take initiative and responsibility for preparing and controlling various documents, ensuring accuracy, composing and preparing correspondence, gathering information, arranging travel plans and agenda's, preparing and circulating meeting minutes to the relevant stakeholders and ensuring that deadlines are met. The role will require a high level of interaction with board members and senior managers. Additionally, they will control and organise data and documentation to ensure that the information and documentation is effectively captured, stored, updated and is easily accessible.RequirementsObjectives were found to be relevant to this job:Corporate Governanceo Ensuring good corporate governance for the V&Ao Assist the Company Secretary in fulfilling all the statutory duties of a Company Secretary as outlined in the Companies Act, 2008, for the Group and its subsidiarieso Ensure that the Group complies with the Companies Act and King IV (and any other relevant legislation regulations and guidelines) and update the Group’s compliance checklists in this regardo Prepare all necessary governance and compliance documentation, such as Board Resolutions, MOIs, AGM,Agendas, Notices etc., for the Group and its subsidiarieso Attend to all corporate governance and company secretarial statutory matters for the Group, including the timely preparation and submission of statutory documents to CIPC, such as annual returns, registration of new companies, directors’ consent forms, etc.o Prepare and ensure that directors’ financial and directorships interests are updated annually and as may be requiredo Update governance documents regularly reviewed by the Board and Board Committees, such Board and Board Committee charters, Code of Ethics, Limits of Authority and Approval Framework, etc.o Oversee the annual review of the Committee Terms of References.o Assist in providing the directors collectively and individually with guidance as to their duties, responsibilities and powerso Assist in making the directors aware of any laws relevant to or affecting the Companyo Report to the directors any failure on the part of the Company or a director to comply with the Memorandum of Incorporation or rules of the Company or the Actso File annual returns of the Company in the manner and form prescribed in the Actso Assist with verification documentation and B-BBEEo Assist in providing Corporate Governance advice to the Board, Board Committees and Executiveso Assist in identifying possible governance and compliance risks or development opportunities for the businesso Collaborate with internal Audit to mitigate governance and compliance riskso Assist in drafting Board and Company policies where necessaryo Input on ESG Quarterly Reporting.o Prepare meeting dates and annual workplan for Board and Committee meetings with communication and co-ordination on respect thereofo Ensure proper storage of documentation (including electronically), Metrofiling and archivingo Maintaining of statutory recordsAdministering the functions of the Board and its Committeeso Liaison between the Board and other stakeholderso Attend and take minutes at AGM, Board meetings (including subsidiaries’ Board meetings), HRRC, Social & Ethics Committee, Property Committee Audit and Risk Committee meetings (as required) and ensure timeous distribution thereofo Coordinate the compilation and timely distribution of the Notices, Agendas and Board and Committee packs, for the Group and its subsidiaries. Both in hard copy and on the relevant App as may be requiredo Liaising with relevant parties on timeous signature of Minutes, resolutions and other documentationo Provide extracts of meeting minutes as requiredo Assist the Chairperson of the Board and Chairperson of the Board Committees with all such necessary tasks to ensure the smooth running of Board meetings and effectiveness of the Board, such as Annual Board / Board Committee Planso Coordinating the Board evaluation process and other tasks and processes as requireo Ensure that the minutes of all shareholders’ meetings, board meetings and the meetings of any Committee of the Board are properly recorded in accordance with the Act.o Ensure that a copy of the Company’s annual financial statements is sent, in accordance with the Act, to every person who is entitled to ito Making travel arrangements as requiredo Respond to general queries regarding FICA, SARS, B-BBEE Verification.o Liaise with External Auditors regarding statutory recordso Attending to Director Fees and approval of invoiceso Assist with the induction of new Board Memberso Maintaining up to date structure charts, schedules and contacts for the groupIdentify potential Board Consultants and manage shortlisting and appointment processo Point of contact / liaison between the board and any external consultantso XBRL conversions and submission to CIPCo Arranging courier for company secretarial documentso Assist with identifying organizational best practices to drive continuous improvement in processes, procedures and develop and implement plans, practices and processes to better achieve organization goalso Updating schedules in respect of company secretarial work and related contactso Coordinate and schedule all Board and Board Committee meetingsFinancial Managemento Responsible for managing the Company Secretarial budget (delegative authority)o Plan, present and manage the Board of Directors budget in collaboration with the for sign-offEducational requirements relevant to this job:o Understanding of the Company Secretariat functiono Chartered Secretaries Southern Africa Qualificationo Experience using company secretarial softwareo Microsoft office suiteAdvantageous:o Member of IODSAKnowledge requirements relevant to this job:o Legislative matters (Including Companies Act., King IV Code)o BBBEEo Corporate policies and procedureso Ethicso Industry specific knowledgeSkills requirements relevant to this job:o Tactical Reasoningo Impact and influenceo Leadershipo Negotiationo Emotional Intelligenceo Conflict Resolutiono Networking and collaborationo Logical reasoningo Problem solvingo Numerical Reasoningo Understanding of Financial matterso Verbal and Written communicationo Multitaskingo Networking and collaborationo Investigationo Technologically savvyExperience requirements relevant to this job:o 5+ Years’ Experience (PQE) in the corporate governance and company secretarial environmento PA skills and experience would be advantageousPlease note this position will be filled in accordance with our Employment Equity requirements.Work LevelMid-LevelTypePermanentSalaryMarket RelatedEE PositionYesLocationCape Town CBD
