Assistant Company Secretary

19 hours ago

Johannesburg, Gauteng, South Africa Redefine Properties Full time
Job title : Assistant Company SecretaryJob Location : Gauteng, JohannesburgDeadline : April 17, 2025Quick Recommended Links
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Key Performance Area's (KPA's)

Supervises Statutory/Regulatory Compliance

  • Support the Company Secretary with regards to compliance with JSE Listings Requirements, Companies Act and other relevant regulations and standards.
  • Administer Schedule 13 declarations by new directors.
  • Manage periodic returns to the JSE.
  • Ensures adherence to CIPC requirements with all statutory compliance requirements with regards to all Redefine Group of Companies
  • Manage and maintain all share registers for subsidiary companies and relevant associate companies.
  • Monitor the director/PO/Cosec share movements.
  • Provide business support with regards to statutory compliance.
  • Timeous update of NED disclosure on company website in line with debt listing requirements
  • Deregistration and registration of companies/SPVs/trusts
  • Liaise with finance for timeous submission of XBRL tagged AFS for submission. 

Provide Company Secretarial Administrative support

  • Provides governance support with regards to company secretarial work across the group.
  • Oversee proper administrative function within the department.
  • Oversee timeous scheduling of meetings and key Corporate Matters as per the Corporate Calendar - Board, Committee and selected subsidiaries/ internal governance structures.
  • Schedule meetings as per the approved Corporate Calendar.
  • Manage Board and Committee meeting cycle including ensuring the proper compilation and timely circulation of board papers.
  • Document Management: Oversee and maintain all statutory document. (minute books, resolutions, statutory documents)
  • Approve and timeous communication of company letterheads to all relevant stakeholders.
  • Review, on a quarterly basis, all letterheads to ensure compliance to Regulatory requirements.
  • Oversee Non-Executive Directors travel.

Company Secretarial portfolio

  • Company secretary of identified internal governance structures including but not limited to Digital transformation hub; Risk Management Committee; Redefine Empowerment Trust; EE Forum and primary support to Exco and Manco as and when required.

Meeting Administration Process

  • Manage meeting administration process with all stakeholders to ensure inter alia:
  • Timeous Distribution of Board and Committee meeting packs.
  • Prepare minutes and matters arising for meetings of stakeholders, board, board committees and Exco.
  • Timeous Circulation of minutes and actions within reasonable time after meeting.
  • Management of minutes within the Group as determined from time to time.
  • Prepare and administer written resolutions as and when required.

Support with Company Secretarial budget administration

  • Provide input for the compilation of the annual Cosec Budget.
  • Monitor actual spent versus budgeted spent in the process of obtaining payment approval.
  • Supervise the timeous and accurate submission of all invoices (services providers and NEDs) to finance after approval by company secretary.

Administration of shareholder reports from transfer secretary

  • Engage with Transfer Secretaries for updated reports dematerialisation, work with finance on tracking of unclaimed dividends to track compliance with policy.
  • Manage monthly reports from Transfer secretaries.
  • Retrieve required information for AGM.
  • Timeous execution of share register from third parties

Risk & Compliance Management

  • Ensures compliance with relevant legislation.
  • Controls, manages and governs the processes and systems within area of accountability to ensure compliance and minimise the business risk.
  • Implements all audit recommendations in area of accountability and resolve audit findings timeously.
  • Designs, obtains approval, implements, and maintains policies within area of responsibility.
  • Monitor compliance with POPIA Act
  • Monitor submission of PEP annual declaration by the directors/PO/Cosec
  • Oversee timeous execution of annual compliance checklist.
  • Ensure compliance in terms of dealings in securities.

 Governance advisory and execution strategic plan

  • Effective Governance of trusts, subsidiaries and identified internal governance structures (Digital transformation hub; Risk Management Committee; Redefine Empowerment Trust; EE Forum)
  • Timeous drafting and execution of resolutions in line with Group Governance Framework.
  • Draft and review constitutional documents for assigned internal governance structures
  • AFS to be sent to be sent to all those entitled to receive it
  • Prepare administrative SENS and provide support on substantive SENS
  • Support the Company Secretary on periodic or adhoc projects including but not limited to:
  • Periodic review of the Board Charter, committee terms of references and all related governance processes and procedures including the annual work plan
  • Timeous execution of Gap analysis for Redefine Group of companies from time to time.
  • Prepare relevant sections of the integrated annual report (including notice of AGM, and governance report)
  • Communication of new developments for identified governance matters (e.g. insider trading, King IV, JSE Listings Requirements and legislation)
  • Timeous execution of the Review of MOI's for subsidiaries and SPVs
  • Timeous execution of the Review of board and committee charters and all related governance procedures including annual workplan
  • Timeous input of the King IV and ISO 37000 application registers
  • Compilation of Directors Manual
  • Supervise the development and implementation of departmental systems and procedures.

Job Experience:

  • 5-8 years' experience with a strong corporate commercial background(essential)

Education:

  • Undergraduate degree in Company Law or Corporate Commercial Law or related governance qualification (required)
  • Postgraduate in CIS (required)
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