Assistant Company Secretary - 2024 at ATNS

Job description

Major Activities

• Business performance and operations - Responsible to provide comprehensive end to end company secretariat and governance services to all ATNS governance structures including management governance structures at exco and exco-subcommittee level. Full meeting coordination: prepare agendas and obtain approval from the relevant chairmen; compile and circulate packs; draft minutes and matters arising and circulate them to members. Arrange, organise and attend respective meetings.  Ensure that resolutions of management governance structures are communicated to the relevant internal stakeholders for implementation.  Assist in developing and maintaining relationships with internal and external stakeholders.   Deal with various queries including secretarial, governance and administrative, processes related matters.  Ensure demanding workload in the office of the Company Secretary is prioritised to meet all deadlines. Ensure that all relevant scheduling activities are carried out, including organising all aspects of the assigned governance structures meetings and ensuring all involved are aware of upcoming commitments and responsibilities. Collate, review and prepare a range of papers and correspondence, proactively identify and distil pertinent issues where appropriate. Communicate directly, and on behalf of the Company Secretary and the Deputy Company Secretary, with members of ATNS governance structures.  Manage Office of Company Secretary related projects, research and prepare appropriate reports or presentations independently.  Research, prioritise and follow up on incoming issues and concerns for the Deputy Company Secretary. Review and improve operating practices within the function to ensure it operates to its optimum.  Set up and manage agreed communication system and protocols to ensure consistent standards in all communications from the Company Secretary.  Work effectively in a demanding environment with competing priorities.  Assist in drafting the corporate annual calendar and maintenance thereof.  Assist with the identification and appointment of suitable new Directors.  Assist in providing Board (collectively / individually) with guidance as to their rights, duties, responsibilities and powers.  Develop annual meeting plans for Board and Board Committees.  Provide for the proper recording of Board and Management Committee minutes and resolutions.  Work effectively in a demanding environment with competing priorities.  Attend Board committee meetings as and when required by the Deputy Company Secretary.
•  Compliance, governance and assurance - Ensure that the company is in compliance with all legislative and governance requirements by working with the Office of the Company team to create appropriate internal control measures. Provide guidance and advise (collectively or individually) to the relevant chairmen and members of governance structures on their roles and responsibilities relating to meeting administration, sound governance processes and compliance with the relevant legislation.  Ensure that governance structures’ terms of reference are relevant and updated.  Facilitation of performance evaluations of relevant management governance structures. Ensure compliance with the company’s Memorandum of Incorporation; Companies Act of 2008, as amended; Companies Act Regulations; Public Finance Management Act of 1999, as amended; National Treasury Regulations; and any other relevant legislation.  Ensure application of sound governance practices and adherence to company policies and terms of reference of relevant governance structures. Assist in the proper induction, orientation, ongoing training and education of Directors, including assessing the specific training needs of the Directors and Executive Management in their fiduciary and other governance responsibilities. Responsible for the effective adoption, roll out and embedding of Office of the Company Secretary’s related policies, within the organisation.  Assist the Company Secretary and the Deputy Company Secretary in providing an effective Board and Committee reporting function as and when is required. This will include the organisation of meetings and minuting and adherence to constitutional documents.
• Record Keeping - Maintain all statutory records including all registers of shareholders and directors, minute books and attendance registers. Facilitate effective interaction with external stakeholders.

Minimum requirements

Minimum Qualifications

• Completed Chartered Governance Institute of Southern Africa CIS qualification at Board exam level.
•  Studying towards Chartered Governance Institute of Southern Africa CIS qualification at Board exam level will be considered based on depth of experience in the company secretariat environment.
•  LLB or BCom Law or BA Law would be advantageous.
• Relevant Postgraduate Diploma or Certificate in Corporate Governance would be advantageous.

 Minimum Experience

• 3 – 5 years working experience as a Company Secretarial Administrator or Company Secretarial Committee Coordinator or Assistant Company Secretary