Coordinator - Company Secretary Group Finance at MTN

Responsibilities

• The Coordinator Company Secretary is responsible to achieve the following objectives:

Operational Delivery

Meetings and Governance Forum Administration

• Distribute meeting notices and prepare draft agendas for meetings.
• Send approved agendas to various members ensuring that agendas received is for the correct meeting/governance forum/committee.
• 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 clear action points.
• Circulate minutes and action points for comments and delivery outcomes.

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.

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 and maintain document management protocols for easy of reference.

Tracking of Resolution 

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

Directors Fees and Expense Claims

• 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.
• Process expense claims and ensuring timeous payment thereof. 
• Maintain IRP Forms.
• Liaise with Finance and Payroll department regularly.

Travel and Accommodation 

• Arrange business travel and accommodation for departmental managers and directors.
• Process travel and accommodation requisitions. 
• Liaise with the Group’s travel agents.
• Ensure activation of international roaming for travelling managers and directors.

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
• Provide support in all Opco Company Secretaries that may include proxies, resolutions etc.
• Process orders for catering. 
• Conduct filing and maintain process for information and documents to be retrieved when requested.
• Research key governance trends.
• Schedule directors’ continuous development sessions.

Key Deliverables

• Governance Forum/Committee meeting administration
• Boardbooks administration
• Directors’ registers maintained
• Travel administration
• Effective stakeholder engagement and management

Role Dependencies

• Understanding of Cosec operations and mandate

Qualifications

Education:

• Minimum 3-year Academic Degree Qualification in 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.
• Experience in communicating across various levels of organisations.
• Experience working in environments with changing priorities.

Capabilities:

• Analytical Thinker, Problem Solver, Operational Value Creator
• Culture and Change Champion, Supportive People Manager, Relationship Builder
• Results Achieve, Operationally Astute