Assistant Company Secretary at Export Credit Insurance Corporation of South Africa Soc Ltd (ECIC)

PURPOSE OF THE ROLE

• To assist the Company Secretary in respect of company secretarial and ancillary services to the Corporation as required by the Companies Act, corporate regulatory framework and Corporation requirements.

KEY ACCOUNTABILITIES, MEASURES & INTERFACES

• Provide effective administration for all meetings (AGM, Board and Board subcommittees)
• Draft agendas, in consultation with Management and Chairperson/s, and liaise with Directors /Committee members
• Provide input into Board / Committee meeting agendas and meeting packs to ensure compliance with statutory and corporate governance prerequisites
• Ensure the timeous Collation and dispatch of board packs and support to members and invitees
• Attend meetings and record accurate and professional minutes for Management, Company Secretary, Chairpersons and member scrutiny.
• Draft accurate and professional Chairperson Reports for the Committees meetings in preparation for the Board meetings. Electronic recording and preservation/ safeguard of all proceedings of Board and Committees meetings;
• Prepare extracts of resolution and minutes for all Board; AGM and Committees proceedings;
• Prepare and track action items from Board, Board Committees and Management ensuring decisions made are communicated to the relevant stakeholders (for noting and/or actioning).
• Assist Company Secretary with drafting reports to Management, Board and Committees.
• Ensure and track timely filing of all statutory returns and forms, such as annual returns; forms for director & officers’ appointments and resignations; e.g., Register and de-register directors both on CIPC;
• Check and maintain all company secretarial records in-house (manual and electronic) and with CIPC
• Provide the Corporation with advice and guidance on the Companies Act, PFMA, Corporate Governance best Practices and Principles (King IV Report), and related applicable legislation
• Review of the Committees and Board mandates and ensure that they remain in line with leading practice;
• Effective facilitation of Board Processes i.e., Contribute to Corporate Secretariat efforts to enhance the effectiveness and functioning of the Governance committees.

Key Measures

• Undertake any ad hoc duties as guided by the Company Secretary.
• Effective shareholder’s Meeting (AGM), Board and Governance Committee’s administration;
• Accurate recording of meeting discussions and resolutions Up to date records, filing, etc.
• Timely dispatching of Shareholder meeting notices, Board ad Board Committees packs;

Key interface

• ECIC Board
• ECIC Executives and Managers
• Various committees
• Regulatory Stakeholders, e.g., CIPC, PA, FSCA
• ECIC shareholder and key stakeholders (the dtic and National Treasury)

QUALIFICATION AND EXPERIENCE

• A minimum of three-year degree in relevant field (e.g., BCom, B Proc, LLB) with courses in company law or corporate governance).
• Post graduate Diploma or equivalent in Applied Corporate Governance will be an added advantage
• Certification with the Chartered Governance Institute of Southern Africa will serve as an advantage.
• Experience in the financial services industry will serve as an advantage.
• Admission as an attorney or advocate of the High Court of South Africa will serve as an advantage.
• Experience in implementing strategy, plans, programmes and procedures.
• Experience in developing, implementing and delivering significant legal and policy research projects.
• Knowledge of relevant legislation (e.g. Insurance Act PFMA and Treasury Regulations), compliance and governance requirements (including King Codes of Good Practice)
• At least three (3) years’ experience in a corporate secretariat environment is essential.
• Extensive experience in Board Committee and Board minute taking is essential.
• A good understanding of the statutory requirements relating to company formations, special resolutions, board resolutions, minutes and notice of meetings.
• An excellent command of English, both written and verbal is a requirement of the role.
• Must be proficient in the use of MS Word, Excel and Board pack solutions.

SKILLS AND ABILITIES
The incumbent should have demonstrated the following competencies:

• Computer literacy and excellent Microsoft Office skill.
• Good working knowledge of corporate governance and legislation.
• Excellent verbal and written communications, presentation and negotiation at all levels.
• Ability to forge relationships with other areas of the business and at all levels.
• Problem solving skills to identify issues and present creative and practical solutions.
• Excellent organisational skills, ability to prioritise assignments (deadline orientated), and work effectively often under time pressure and with minimum supervision.
• A self-starter who shows initiative and assumes responsibility for projects.
• High level of integrity; assertiveness; discretion; honesty and ethics.
• A systematic work method, self-motivated and ability to work independently as well as a team oriented and to work under pressure;
• Extensive knowledge of business administration and 'champion' as it pertains to company secretarial duties.

BEHAVIOURAL COMPETENCIES
The incumbent is required to have the following Behavioural competencies:

• Problem Solving: Demonstrates basic problem-solving skills and appropriately applies proven solutions.
• Delivery: Translates business objectives into practical, prioritised and organised action plans; ensures plans are safely and successfully implemented.
• Conflict Resolution: Identifies and pushes for solutions in which all parties can benefit.
• Teamwork: Working co-operatively, across divisions and within the Unit to achieve shared goals.
• Flexibility: Available to work more than ordinary business hours.