Assistant Company Secretary

7 months ago

Sandton, South Africa Redefine Properties Limited Full time

**Assistant Company Secretary**

**Primary Purpose of the Job**

The role of the Assistant Company secretary is to provide primary support to all stakeholders in respect of statutory and regulatory compliance within Redefine group and its subsidiaries as well as administrative matters relating to the Board of Directors, the Executive Committee and the Company as specified by the Companies Act, King Code requirements and other relevant legislation. Work with the Company Secretary to implement the governance strategic plan groupwide.

**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

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