Company Secretarial Co-ordinator / Assistant at Vivo Energy (Shell licensee in Africa)

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.