South Africa

Assistant Company Secretary

Company Telesure Group Services (Pty) Ltd
Reference # ACS412
Published 04/12/2018
Contract Type Permanent
Salary Market Related
Location Fourways, Gauteng, South Africa
The Assistant Company Secretary contributes to the organisational goals by assisting the Group Company Secretary with Corporate Governance and Statutory Compliance for the Group.
Job Functions Legal
Industries Insurance
2.Job Objectives/Outputs

•Assisting Group Company Secretary in advising the Board of Directors and management in compliance with the Memorandum of Incorporation. Disclosure of interests register update
•Preparation of resolutions
•Preparation of agendas
•Structuring and distribution of the meeting packs
•Assisting Group Company Secretary with the administering and analysing results of annual board performance assessments
•Manage the preparation and submission of regulatory and statutory requirements
•Manage the scheduling and arranging of meetings of the Board of Directors and committees
•Take, prepare minutes and follow up on matters arising from the meetings and resolutions
•Arrange payment of Non-executive directors’ fees by liaising with Payroll Department on request.
•Liaise with Group Company Secretary in respect of the share registers
•Preparation of AGM minutes of all companies in the group
•Fee payments for statutory returns
•Prepare notice of AGM’s
•Notification and co-ordination of AGM and other shareholder meetings in accordance with legislative requirements.
•Accurate maintenance of company secretarial records.
•Round robin of shareholder and director resolutions.
•Registration and deregistration of entities.
•Registration and deregistration of directors.
•Support internal and external auditors (combined assurance) with documentary and information requirements.
•Ensure reports, documents and agreements are filed in a timely manner and in accordance with statutory, regulatory or other deadlines.
•Writing up of share registers, updating share certificates and resolutions
•Compliance with various agreements and Laws
•Drafting of resolutions
•General office administration and filing of statutory documents
•Maintain statutory records and submit statutory returns according to legislative requirements
•Maintaining the governance code of conduct policies and procedures and ensure an annual revision takes place when required
•Knowledge and understanding of the Companies Act and King IV
•Liaising with Companies and Intellectual Properties Commission (CIPC) on outstanding documents filed for registration
•Provide feedback and documentation to Finance Department once directors are updated
•Create and maintain productive relationships with internal and external clients by providing advice and assistance
•Follow-up on outstanding invoices to be paid by Finance Department to attorneys and auditors
•Keep the client informed about progress through written communication, telephone communications and/or face to face meetings
•Build a positive image by exceeding client expectations at all times
•Deliver the Telesure Service Way through personal effort and through others.
•Deliver on TCF principles in alignment with regulatory requirements.

3.Essential Competency Requirements

Adhering to Principles and Values
Cultural Interpersonal Effectiveness Relates well to people in a diverse environment; Promotes and defends equal opportunities; Builds diverse teams; Encourages organisational and individual responsibility towards the community and the environment.

Adhering to Principles and Values
Upholds ethics and values; Demonstrates integrity.

Persuading, InfluencingPersuading, Influencing & Negotiation Gains clear agreement and commitment from others by persuading, convincing and negotiating; Makes effective use of political processes to influence and persuade others; Promote ideas on behalf of oneself or others; Makes a strong personal impact on others; Takes care to manage one's impression on others; Effectively exploring alternatives and positions to reach outcomes that gain the support and acceptance of all parties and builds collective support or agreement.

Applying Expertise & TechnologyApplying Expertise & TechnologyApplying specialist and detailed technical expertise; Uses technology to achieve work objectives; Develops job knowledge and expertise (theoretical and practical) through continual professional development;
Demonstrates an understanding of different Telesure departments and functions.

Planning & OrganisingPlanning & OrganisingSets clearly defined objectives; Plans activities and projects well in advance and takes account of possible changing circumstances; Manages time effectively; Identifies and organises resources needed to accomplish tasks; Monitors performance against deadlines and milestones.

Deciding and Initiating Action
Deciding and Initiating Action
Takes responsibility for actions, projects and / or people; Initiates and generates activity and introduces changes into work processes; Makes quick, clear decisions which may include tough choices or considered risks; Applies sound judgement; Comparing data from different sources to draw conclusions, using effective approaches for choosing a course of action or developing appropriate solutions.

4.Desirable Competency Requirements
Working with PeopleWorking with PeopleShows respect for the views and contributions of others; Reconciles conflict; Builds team spirit; Listens, supports and cares for others;
Consults others and shares information and expertise with them; Adapts to the team and fits in well.

Formulating Strategies and Concepts
Formulating Strategies and Concepts
Works strategically to realise Telesure’s goals; Sets and develops strategies; Identifies, develops positive and compelling visions of Telesure’s future potential; Effectively communicating and operationalising Telesure’s vision Takes account of a wide range of issues across, and related to, the organisation.

Writing and Reporting
Writing and ReportingWrites convincingly; Writes clearly, succinctly and correctly; Avoids the unnecessary use of jargon or complicated language; Writes in a well-structured and logical way; Structures information to meet the needs and understanding of the intended audience.

Adapting & Responding to ChangeAdapting & Responding to ChangeAdapts to changing circumstances; Tolerates ambiguity (uncertainty / complexity); Accepts new ideas and change initiatives; Adapts interpersonal style to suit different people and / or situations; Shows an interest in new experiences.

Following Instructions & ProceduresFollowing Instructions & ProceduresAppropriately follows instructions from others without unnecessarily challenging authority; Follows procedures and policies; Keeps to schedules; Arrives punctually for work and meetings; Complies with legal obligations and safety requirements of the role (e.g. FAIS etc.).

Learning and Researching
Learning and Researching
Rapidly learns new tasks and commits information to memory quickly; Demonstrates an immediate understanding of newly presented information; Gathers comprehensive information to support decision making; Encourages an organisational learning approach (learns from successes and failures and seeks feedback).

Achieving Personal Work Goals & ObjectivesAchieving Personal Work Goals & ObjectivesAccepts and tackles demanding goals with enthusiasm; works hard and puts in longer hours when it is necessary; seeks progression to roles of increased responsibility and influence; identifies own development needs and makes use of developmental or training opportunities.

Level of Education:
•Grade 12 (Standard 10) with University Entrance (NQF4)
•Certificate in Corporate Governance

•A relevant 3 year Business related degree / diploma.
•3-5 years relevant experience

•1-2 years Legal, Compliance and Corporate Governance Exposure
•1-2 years Insurance Industry Experience

Knowledge of:
•MS Office
•Relationship and conflict management
•Results orientated and minute taking skills
•Written and verbal communication
•Liaising at Executive level
•Facilitation skills
•Planning skills
•Persuasive skills
•Interpersonal skills
Job Closing Date 14/12/2018
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