Responsibilities

Meetings

• Send meeting notices and prepare draft agenda;
• Send approved agenda to members, 
• Collate submissions from relevant committee members and stakeholders as per the agenda; and collating feedback for action points arising from the previous meeting.
• Communicate deadlines and reminder for submissions to committee members; 
• Prepare and distribute committee packs; and also ensure that the recording as well as the teleconference facilities are ready for the meeting; 
• Prepare attendance register before the meeting;
• Record proceedings of the meetings;
• Produce minutes together with action points.
• Circulate minutes and action points for comments and action.

CIPC & Administration 

• Prepare and submit all relevant documents, returns and records to the Registrar of Companies (prepare CM forms for:- appointment and resignation of directors, registration of special resolutions, registration of allotment of shares and lodgement of Annual returns);
• Ensure proper filing of statutory records;

Tracking of Resolution

• Maintain a register of resolutions, oversee members’ approval of round robin resolutions.

Directors Fees & Expense Claim

• Maintain attendance registers;
• Prepare schedules of payment;
• Liaise with the internal tax department for advice on applicable tax rates;
• Maintain records directors’ bank account details;
• Ensure timeous approval and payment of directors fees; 
• Processing of expense claims and ensuring timeous payment thereof. 
• Maintenance of IRP Forms
• Ongoing liaison with Finance and Payroll department

Online Boardbooks

• Administer meeting packs on the Boardbooks portal
• Source various submissions and upload them on the portal
• Manage access to the various online packs 
• Handle queries from Boardbooks users
• Liaise with the service provider Diligent Boardbooks for resolution of queries

Travel & Accommodation

• Attend to business travel by & accommodation for departmental managers and directors
• Process travel & accommodation requisitions 
• Liaison with the Group’s travel agents
• Ensure activation of international roaming

Ad-Hoc Functions 

• Perform various functions assigned by Assistant Group Company Secretary,  Group Secretary or any other manager in relation to specific projects and other various issues from internal customers.
• Update of director and executive contact list, mailing lists and letterheads
• Providing support in all Operations’ Company Secretaries: proxies, resolutions etc.
• Process orders for catering 
• Filling
• Attend to research of key governance trends
• Attend to scheduling of directors’ continuous development sessions

Qualifications

Education:

• An appropriate 3 year Degree in related field academic qualification (Commerce/Economics/ Legal)

Experience:

• Minimum 2-4 years’ professional experience in the relevant field 
• Experience in functions associated with a listed company. 
• Very good interpersonal skills and the ability to build and maintain effective interpersonal relationships are essential. 

Competencies

Knowledge:

• Company Secretarial administration 
• Minute Writing 
• Knowledge of telecommunications industry 

Skills / physical competencies:

• People skills and cross cultural skills
• Ability to adapt to changing requirements of customers
• Organisational skills with ability to prioritise and manage time
• Confidence to communicate with people at all levels
• Literacy skills