Assistant Company Secretary at Redefine Properties

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)