Deputy Company Secretary - September 2024 at ATNS

Job description

Major Activities

• Strategy and leadership - Provide support to the Company Secretary in ensuring the leadership and management to the Company secretarial function to enable achievement of the Board strategies.  Assist the Company Secretary with the development of departmental Company Secretary functional strategy that contributes to the overall ATNS long-term strategy.  Assist with the development of the integrated annual operational plan for the Company Secretarial function to enable achievement of the ATNS strategy. Act as the Company Secretary during the Company Secretary’s absence.
• Business performance and operations - Responsible to provide comprehensive end to end company secretariat and governance services to Board governance structures: 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. Responsible to provide comprehensive end to end company secretariat and governance services for the preparations of the Annual General Meetings (AGM) and ensure compliance to AGM requirements (i.e. drafting of shareholders resolutions, notice of AGM and etc.)  Developing and presenting governance and company secretariat related presentations to relevant internal stakeholders.  Developing and maintaining relationships with stakeholders and industry bodies through ensuring effective communication to internal and external audiences, and growth of relationship with regulators and as applicable Government. Ensure structured interaction between management and the Board. Creating and maintaining clear communication channel with the Board, to enable information dissemination to Directors and enable requests for additional information to be provided. Providing Board and Board committees members (collectively / individually) with guidance as to their rights, duties, responsibilities and powers. Ensuring that the Board is adequately informed of corporate performance. Ensure effective operation of the Board and Board Committees.
• Compliance, governance and assurance - Assisting with the identification and appointment of suitable new Directors. 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. Assist the Board with annual evaluations of the Board, its individual Directors and Board Committees. Ensuring that the Board is aware of all the legislation and governance requirements, relevant to, or affecting the Company and reporting at any Shareholder / Board Meeting on any failure to comply. Ensuring that the Board, sub-committee, and relevant Management Committees’ charters and terms of reference, are relevant and updated. Responsible for providing leadership on the effective adoption, roll out and embedding of governance and company secretariat related policies, within the organization. Facilitate the Integrated Annual Report project. Ensure the company complies 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 ATNS Company Act (45 of 1993). and any other relevant legislation within the organization. Ensure the company apply sound corporate governance principles such as King IVTM Report on Corporate Governance in Southern Africa and Protocol on Corporate Governance for the Public Sector 2002.
• Leadership on statutory record management and maintenance - Oversee the maintenance of all statutory records including all registers of shareholders and directors, minute books and attendance registers. Facilitate effective interaction with external stakeholders. Ensure submission of quarterly DoT reports, Annual Performance Report, Annual Financial Statements and Integrated Annual Report.
• Staff (Team) and budget management - Ensures effective development and management of Assistant Company Secretaries. Ensure that budget is adhered to. Actively monitor the process improvement expenditure and service delivery against plans and budgets. Embark on cost containment initiatives in order to maximise the benefits realisation business initiatives (where substantiated and where it does not have a negative impact on the long term sustainability of the organisation).

Minimum requirements

Minimum Qualifications

• Recognised Post Graduate Legal Qualification (such as LLB with admission as an attorney)  or Chartered Governance Institute of Southern Africa CIS qualification with Board exam and with ACG or FCG membership status.

Minimum Experience

• 7 - 10 years proven working experience as an Assistant Company Secretary or Deputy Company Secretary or relevant experience with sound knowledge and understanding of Public Finance Management Act of 1999, as amended, corporate law and corporate governance.