Job Description

SUMMARY:xc3xa2xe2x82xacxc2xa2 To ensure compliance with relevant regulations, managing corporate documentation, maintaining accurate records, and assisting in Board and Shareholder meetings.
xc3xa2xe2x82xacxc2xa2 To provide professional, proactive, efficient and effective administrative support of negotiable securities.
xc3xa2xe2x82xacxc2xa2 To manage the shares and securities responsibilities.POSITION INFO:xc3xa2xe2x82xacxc2xa2 To ensure compliance with relevant regulations, managing corporate documentation, maintaining accurate records, and assisting in Board and Shareholder meetings.
xc3xa2xe2x82xacxc2xa2 To provide professional, proactive, efficient and effective administrative support of negotiable securities.
xc3xa2xe2x82xacxc2xa2 To manage the shares and securities responsibilities.Board of Directors:
xc3xa2xe2x82xacxc2xa2 Assist in the onboarding of new Directors, updating onboarding packs with the latest policies and Delegation Matrix.
xc3xa2xe2x82xacxc2xa2 Support Directors and Users of the Board management tool.
Corporate Governance:
xc3xa2xe2x82xacxc2xa2 Prepare the annual calendar and send out meeting invitations in line with approved work plans.
xc3xa2xe2x82xacxc2xa2 Assist in preparing various reports for the annual report.
xc3xa2xe2x82xacxc2xa2 Maintain an accurate register of users of the Board Management tool.Meeting Management:
xc3xa2xe2x82xacxc2xa2 Support meeting preparation for Board, Committees, Annual General Meetings.
xc3xa2xe2x82xacxc2xa2 Issue reminders with deadlines for action items.
xc3xa2xe2x82xacxc2xa2 Track meeting attendance.
xc3xa2xe2x82xacxc2xa2 Prepare and distribute Board, Committees and Shareholder meeting packs within prescribed meeting timelines.Administration Support:
xc3xa2xe2x82xacxc2xa2 Ensure regulatory compliance and prepare all statutory returns as required by legislation.
xc3xa2xe2x82xacxc2xa2 Monitor the distribution and implementation of resolutions from the Board and Committees.
xc3xa2xe2x82xacxc2xa2 Maintain an issues log regarding the Board management tool. Maintain a register of access and provide a report to the Group Company Secretary for each meeting.
xc3xa2xe2x82xacxc2xa2 Maintain all licenses required by Corporate Secretariat.xc3xa2xe2x82xacxc2xa2 Support: Act as a first point of contact for users to address any concerns, questions, or technical issues they encounter while using Diligent Boards, and work with the Global Diligent Support Team to resolve these promptly.
xc3xa2xe2x82xacxc2xa2 Ensure compliance with the Company's corporate governance framework.
xc3xa2xe2x82xacxc2xa2 Oversee the administration of negotiable securities, money market securities and shares.
xc3xa2xe2x82xacxc2xa2 Ensure compliance in subsidiary company's annual returns and management of CIPC process related to directorsxc3xa2xe2x82xacxe2x84xa2 appointments and filing of documents on behalf of the subsidiariesDocument Management:
xc3xa2xe2x82xacxc2xa2 Develop, implement, and monitor an effective information management system within the Corporate Secretariat department.
xc3xa2xe2x82xacxc2xa2 Create a central repository to manage board members related documents e.g. declarations of Interests, identity documents etc.
xc3xa2xe2x82xacxc2xa2 Maintains accurate documentation of corporate governance activities, including directorsxc3xa2xe2x82xacxe2x84xa2 declaration of interests, agendas, minutes, and submission reports.
xc3xa2xe2x82xacxc2xa2 Manage release and receive of securities (Share certificates) for business partners and update On SAP.xc3x82xc3xa2xe2x82xacxc2xa2 Bachelor of Information Science or equivalent
xc3xa2xe2x82xacxc2xa2 A Post-Graduate qualification in Information Management, Governance or Public Administration will be an added advantage.xc3xa2xe2x82xacxc2xa2 5-8 yearsxc3xa2xe2x82xacxe2x84xa2 experience within a Company Secretarial/ Records Management or similar environment.
xc3xa2xe2x82xacxc2xa2 Knowledge and understanding of the Company's policies, processes, systems, procedures and business.
xc3xa2xe2x82xacxc2xa2 Knowledge of data and administrative management practices and procedures, business and management principles.
xc3xa2xe2x82xacxc2xa2 Relevant Legislation (e.g. the Company's Act, National Archives and Records Service Act, PFMA, Companies Act)
xc3xa2xe2x82xacxc2xa2 SAP knowledge and experience.
xc3xa2xe2x82xacxc2xa2 Knowledge and Proficiency in Ms Office: Word, Excel, PowerPoint, Outlook and Ms Teams.
xc3xa2xe2x82xacxc2xa2 Registration with one of the following Professional bodies will be an added advantage: Corporate Governance Institute of Southern Africa (CGISA) The South African Society of Archivists (SASA).
xc3xa2xe2x82xacxc2xa2 A sound grasp of Company Secretarial practice and the administrative requirements imposed by corporate governance legislation.
xc3xa2xe2x82xacxc2xa2 Ability to liaise effectively at a high level;
xc3xa2xe2x82xacxc2xa2 Strong verbal and written communication skills:
xc3xa2xe2x82xacxc2xa2 Ability to work under pressure and meet tight deadlinesBoard of Directors:
xc3xa2xe2x82xacxc2xa2 Assist in the onboarding of new Directors, updating onboarding packs with the latest policies and Delegation Matrix.
xc3xa2xe2x82xacxc2xa2 Support Directors and Users of the Board management tool.
Corporate Governance:
xc3xa2xe2x82xacxc2xa2 Prepare the annual calendar and send out meeting invitations in line with approved work plans.
xc3xa2xe2x82xacxc2xa2 Assist in preparing various reports for the annual report.
xc3xa2xe2x82xacxc2xa2 Maintain an accurate register of users of the Board Management tool.Meeting Management:
xc3xa2xe2x82xacxc2xa2 Support meeting preparation for Board, Committees, Annual General Meetings.
xc3xa2xe2x82xacxc2xa2 Issue reminders with deadlines for action items.
xc3xa2xe2x82xacxc2xa2 Track meeting attendance.
xc3xa2xe2x82xacxc2xa2 Prepare and distribute Board, Committees and Shareholder meeting packs within prescribed meeting timelines.Administration Support:
xc3xa2xe2x82xacxc2xa2 Ensure regulatory compliance and prepare all statutory returns as required by legislation.
xc3xa2xe2x82xacxc2xa2 Monitor the distribution and implementation of resolutions from the Board and Committees.
xc3xa2xe2x82xacxc2xa2 Maintain an issues log regarding the Board management tool. Maintain a register of access and provide a report to the Group Company Secretary for each meeting.
xc3xa2xe2x82xacxc2xa2 Maintain all licenses required by Corporate Secretariat.xc3xa2xe2x82xacxc2xa2 Support: Act as a first point of contact for users to address any concerns, questions, or technical issues they encounter while using Diligent Boards, and work with the Global Diligent Support Team to resolve these promptly.
xc3xa2xe2x82xacxc2xa2 Ensure compliance with the Companyxc3xa2xe2x82xacxe2x84xa2s corporate governance framework.
xc3xa2xe2x82xacxc2xa2 Oversee the administration of negotiable securities, money market securities and shares.
xc3xa2xe2x82xacxc2xa2 Ensure compliance in subsidiary companiesxc3xa2xe2x82xacxe2x84xa2 annual returns and management of CIPC process related to directorsxc3xa2xe2x82xacxe2x84xa2 appointments and filing of documents on behalf of the subsidiariesDocument Management:
xc3xa2xe2x82xacxc2xa2 Develop, implement, and monitor an effective information management system within the
xc3xa2xe2x82xacxc2xa2 Corporate Secretariat department.
xc3xa2xe2x82xacxc2xa2 Create a central repository to manage board members related documents e.g. declarations of
xc3xa2xe2x82xacxc2xa2 Interests, identity documents etc.
xc3xa2xe2x82xacxc2xa2 Maintains accurate documentation of corporate governance activities, including directorsxc3xa2xe2x82xacxe2x84xa2 declaration of interests, agendas, minutes, and submission reports.
xc3xa2xe2x82xacxc2xa2 Manage release and receive of securities (Share certificates) for business partners and update On SAP.

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