Company Secretarial Co-ordinator

2 months ago

Cape Town, South Africa Vivo Energy Full time

**Job Purpose**:
This role reports directly to the Group Company Secretary within the Corporate Secretariat Department. The role holder has a varied remit providing a pro-active, professional company secretarial service to Vivo Energy Group subsidiaries.

**Principle Activities**:
Management & Group Support
- Delivery of an effective Company Secretarial service to Vivo Energy Group companies.
- Accurate and timely administration of the Group companies including maintenance of statutory registers.
- Accountable for maintenance of the Group corporate structure chart for approval by the Company Secretary.
- Proactive, accurate and timely completion of relevant statutory filings (SA, UK and Dutch companies).
- Ensure statutory records on Dilitrust are maintained and updated (including by the OUs) in a timely manner following any changes and that quarterly checks are completed within the timelines set.
- Support with incorporations, dissolutions and/or liquidations.
- Provide full assistance and support on all external audit queries.
- Provide support to OU legal managers and other Group functions, including Finance, Treasury, IT, HR and Compliance, including obtaining signatures (for agreements/work orders) and assisting with KYC requests.

Legal & Regulatory Compliance
- Assist with the accurate and timely maintenance of director, company and share capital records and filings.
- Assist with the record keeping of directors’ interests and conflict of interest schedule.
- Close liaison with Vivo Energy OUs and other hold cos / service cos on company secretarial matters to achieve group-wide consistency.

Corporate Reporting
- Support the preparation and delivery of the Group’s Annual Report and Accounts.
- Close liaison with Vivo Energy OUs and other hold cos / service cos on company secretarial matters to achieve group-wide consistency.

Board Support
- Board portal administration, including building board packs, board meeting logistics and general day to day administration.

Shareholder Services
- Supporting with retail shareholder correspondence, liaison with the Company’s Registrars on retail shareholder matters, including any dividend payments as necessary.

Other:

- Assist with the maintenance of the Group Contracts register and associated signing process in respect of the Group’s holding companies.
- Assist with the maintenance of the Central archiving records in respect of the Group’s holding companies.
- Arrange for documents to be notarised, apostilled and translated as required.
- Assist with ad-hoc projects as required.

**Key Challenges**:

- Management of a varied workload at peak times in the corporate cycle.
- Ensuring speedy execution of time critical documents.
- Building relationships and trust with key stakeholders.
- Providing appropriate services and advice often on a tight timescale.

**Requirements**:
**Job Knowledge, Skills & Experiences**:

- Qualified or part-qualified CSSA (or equivalent).
- Experience in corporate governance.
- Experience in administering and managing statutory compliance in SA (UK and Netherlands advantageous).
- Prior experience of Company Secretarial software (e.g. Blueprint, Diligent, Dilitrust) advantageous.
- Excellent organisational skills and the ability to manage own workload and prioritise effectively.
- Attention to detail and a high standard of accuracy is essential.
- Excellent interpersonal and communication skills.
- Business English (written and spoken).
- Timely communication with the Company Secretary and team regarding ongoing work/projects.

**Closing Date: Friday, 18 October 2024

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