Assistant Company Secretary

 Primary Purpose of the Job:

 The role of the Assistant Company secretary is to provide primary support to all stakeholders in respect of statutory and regulatory compliance within the Redefine group as well as administrative matters relating to the various governance structures in accordance with the Companies Act, King Code requirements and other relevant legislation. Work with the Company Secretary to implement the governance strategic plan groupwide.

Key Performance Area’s (KPA’s):  

Supervises Statutory/Regulatory Compliance

• Support the Company Secretary with regards to compliance with JSE Listings Requirements, Companies Act and other relevant regulations and standards.
• Administer Schedule 13 declarations by new directors (where necessary)
• Ensures adherence to CIPC requirements with all statutory compliance requirements with regards to all Redefine Group of Companies
• Manage and maintain all share registers for subsidiary companies and relevant associate companies.
• Provide business support with regards to statutory compliance.
• Timeous update of NED disclosure on company website in line with debt listing requirements
• Deregistration and registration of companies/SPVs/trusts

 
Provide Company Secretarial Administrative support

• Ensure efficient administration of all subsidiaries
• Provides governance support with regards to company secretarial work for allocated governance structures.
• Oversee timeous coordination and scheduling of meetings and key corporate matters as per the corporate Calendar - Board, Committee and selected subsidiaries and internal governance structures.
• Review and update company letterheads and ensure compliance with regulatory requirements and timeous communication with all relevant stakeholders.
• Timeous drafting and execution of resolutions in line with Group Governance Framework

 
Company Secretarial portfolio

• Committee secretary for allocated internal governance structures including but not limited to Risk Management Committee; Employment Equity Forum and allocated subsidiary boards
• Administrative support including meeting scribe to Exco and Manco as and when required.

Meeting Administration Process

• Manage meeting administration process with all stakeholders to ensure inter alia:
  • Timeous Distribution of Board and Committee meeting packs.
  • Timeous Distribution of matters arising for board and committee meeting (as and when required)
• Draft and Timeous distribution of minutes and matters arising for allocated governance structures
• Timeous preparation of agenda and annual workplan for allocated governance structures

Support with Company Secretarial budget administration

• Provide input for the compilation of the annual Company Secretariat Budget.

Administration of shareholder reports from transfer secretary

• Engage with relevant third parties for reports on adhoc project (e.g. dematerialization and reunification projects),
• Manage monthly reports from Transfer secretaries and work with finance to track unclaimed dividends to maintain compliance with dividend policy.
• Retrieve the required information for the annual general meeting.

Risk & Compliance Management

• Ensures compliance with relevant legislation.
• Controls, manages and governs the processes and systems within area of accountability to ensure compliance and minimise the business risk.
• Preparation of documentation for annual audits and other assurance providers
• Implement all audit recommendations in area of accountability and resolve audit findings timeously.
• Designs, obtains approval, implements, and maintains policies within area of responsibility.
• Monitor submission of Politically Exposed Person’s annual declarations
• Oversee timeous execution of annual compliance checklist.

Governance advisory and execution strategic plan

• Effective Governance of trusts, subsidiaries and allocated internal governance structures
• Draft and review constitutional documents for assigned internal governance structures
• Support Company Secretary on periodic or adhoc projects including but not limited to:
  • Timeous execution of gap analysis for Redefine Group of companies from time to time.
  • Prepare relevant sections of the integrated annual report (including notice of AGM, and Governance report)
  • Communication of new developments for identified governance matters (e.g. insider trading, King Code, JSE Listings Requirements and legislation)
• Timeous execution of governance frameworks and all related governance procedures for allocated governance structures
• Timeous input of the King Code and ISO 37000 application registers
• Support with the compilation and review of Directors Manual
• Supervise the development and implementation of departmental systems and procedures.

 Job Specific Requirements:

 Job Knowledge:

• Statutory and regulatory compliance with inter alia Companies Act, JSE Listings Requirements and King Code (required)
• Financial Market Services Act (insider trading) (required)
• Administration of SENS announcements Takeover regulatory panel (required)

Job Related Skills:

• Oral and written communication skills (essential)
• General administrative and report writing skills (essential)
• Problem solving skills (required)
• Computer proficiency skills (essential)
• Time management skills (essential)

Job Experience:

• 5-8 years’ experience with a strong corporate commercial background(essential)

Education:

• Undergraduate degree in Company Law or Corporate Commercial Law or related governance qualification (required)
• Postgraduate in CIS (required)

Competencies

Essential

• Attention to detail (Advanced)
• Assertiveness (Advanced)
• Time management (Expert)
• Communication (diplomacy, written, verbal) (Advanced)

 Functional Competencies:

• Analytical Ability (Competent)
• Process and Technological Competence (Competent)
• Document Management (Competent)
• Statutory Compliance (Expert)