Senior Company Secretary: Board Support

2 weeks ago

Johannesburg, Gauteng, South Africa Absa Bank Limited Full time
Bring your possibility to life Define your career with us

  • With over 100 years of rich history and strongly positioned as a local bank with regional and international expertise, a career with our family offers the opportunity to be part of this exciting growth journey, to reset our future and shape our destiny as a proudly African group.
Job Summary

To serve as Committee Company Secretary to at least two substantive Absa Group Board committees.


To ensure that the Board committees which are served by the Company Secretary comply with the provisions of the Companies Act, the Banks Act, King IV, JSE Listings Requirements and other legislation / regulation that may be applicable to the Company.


To provide strategic, governance and compliance guidance to the Board committees and implement robust processes to guide in effective decision making.


Ensure that all activities and duties are carried out in full compliance with regulatory requirements, Enterprise-Wide Risk Management Framework and internal Absa Policies and Policy Standards.

Understand and manage risks and risk events (incidents) relevant to the role.

To manage the Absa Group Annual General Meeting (AGM) process.

Job Description:

Key Accountabilities

Key Accountability:
Stakeholder engagement

  • Engage with Board committee chairs and members and relevant members of management, and the Group Secretariat team in alignment with relevant stakeholders to ensure effective calendar planning, meeting logistics and distribution of committee papers.
  • Liaise with relevant committee chairs and other colleagues regarding the items referred to above.
  • Manage the system of distribution of papers (Diligent) and ensure appropriate quality, availability and risk controls in relation to such system.
  • Liaise with chairs of committees to ensure appropriate expectations are met.
  • Liaise with pack contributors and ensure appropriate training with a view to quality products.
  • Access global and local practices, industry best practice and optimise the benefit of engagement with others in the field.

Accountability:
Committee meetings

  • Act as the Secretary to the nominated committees;
  • In particular:
  • Take accurate minutes at all meetings and distribute them timeously (within 7 days);
  • If required, prepare a summary of the committee meeting for dissemination to the members (first submitting to seniors in the Secretariat team and thereafter to the Chairman of the committee, within 3 days of the meeting (or sooner if required);
  • Identify all matters arising, verify these and distribute them to relevant stakeholders within 7 days of the meeting;
  • Attend to the drafting of meeting agendas in consultation with the committee Chairman and the responsible executives to reflect the matters for discussion at each meeting;
  • Update the committee forward planners;
  • Distribute the agenda in advance of the meeting to the Chairman of the committee, for comments;
  • Distribute the minutes well in advance of the meeting pack being distributed to the Chairman of the committee, for comments;
  • Coordinate the preparation and distribution of meeting packs;
  • Load agendas and papers on Diligent;
  • Prepare attendance registers for the meeting, and ensure that these are signed where relevant, and scanned to the server;
  • Check that all logístical arrangements have been made in relation to the meeting (technology to be used; invitations to presenters; PDF extracts of the pack for presenters; etc);
  • Obtain the timeous signature of the committee Chairman on the approved minutes;
  • Coordinate the preparation of the annual meeting schedules;
  • Assist with incoming queries related to the committee.

Accountability:
Corporate Governance

  • Make available to new members of the committee(s) a suitable induction process and, for existing members, ongoing training where appropriate including developments and trends in regard to the mandate of the Committee(s) and as arranged with the Committee Chairman.
  • Identify Corporate Governance trends and training topics and engage with your manager in regard thereto.
  • Review terms of reference for relevant committees from time to time having regard to operational and policy requirements and particular regulations / governance requirements.
  • Act as the primary point of contact for the relevant Committee Chairman once designated as the Secretary for that committee.
  • Ensure, with the Head of Board Support and the Group Company Secretary, that Exco members and Directors if required are informed of changes in legislation as may be appropriate.

Accountability:
Annual General Meetings administration

If required, manage the Absa Group Annual General Meeting (AGM), including,

_inter alia,_ the following items:

  • Drafting the notice of AGM
  • Drafting the Chairman's agenda
  • Logistical arrangements, including venue, parking, access, refreshments, presentations projections and so forth, in liaison with Group Strategic Events and Group Technology
  • Draf

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