Company Secretarial Co-ordinator at MTN

Mission/ Core purpose of the Job

Provide Company Secretarial Support to MTN Group subsidiary structures, management committee meetings as well as the Company Secretarial departmental meeting.  The support will entail attending to meeting logistics and producing initial drafts of minutes for consideration and sign-off. Provide overall support to the team.

Key Performance Areas: Core, essential responsibilities / outputs of the position (KPA's)

Key Deliverables

Meetings

• Send meeting notices and prepare draft agenda & send approved agenda to members,
• Collate submissions from relevant committee members and stakeholders as per the agenda; and collating feedback for action points arising from the previous meeting.
• Communicate deadlines and reminder for submissions to committee members.
• Assist to prepare and distribute committee packs; and also ensure that the logistics (recording as well as the teleconference facilities) are ready for the meeting.
• Prepare attendance register before the meeting.
• Record proceedings of the meetings;
• Produce minutes together with action points.
• Circulate minutes and action points for comments and action.

CIPC & Administration

• Prepare and submit all relevant documents, returns and records to the Registrar of Companies (prepare CM forms for: – appointment and resignation of directors, registration of special resolutions, registration of allotment of shares and lodgement of Annual returns);
• Ensure proper filing of statutory records.
• Tracking of resolutions, administration of directors fees, production of meeting packs on the online Diligent Boardbooks portal, online submission of statutory documents to the relevant authorities such at the Companies and Intellectual Property Commissions (“CIPC”),

Tracking of Resolution

• Maintain a register of resolutions, oversee members’ approval of round robin resolutions.
• Maintenance of IRP Forms
• Ongoing liaison with Finance and Payroll department

 Online Board books

• Administer meeting packs on the Diligent portal
• Source various submissions and upload them on the portal
• Manage access to the various online packs
• Handle queries from Diligent users
• Liaise with the service provider Diligent for resolution of queries

Travel & Accommodation

• Attend to business travel by & accommodation for departmental managers and directors
• Process travel & accommodation requisitions
• Liaison with the Group’s travel agents
• Ensure activation of international roaming

Ad-Hoc Functions

• Perform various functions assigned by GM Group Company Secretary and Group Secretary in relation to specific projects and other various issues from internal customers.
• Assist in review and updating of charters and terms of reference and accountable for update of terms of reference for committees for which accountable
• Provide guidance and support to management committee on governance matters

Job Requirements (Education, Experience and Competencies)

Education:

• CIS, relevant diploma/degree

Experience:

• Essential minimum 2 to 5 years’ experience in Company Secretarial environment

 Competencies:

• Ambiguity within the workplace
• Analysis
• Minute Writing
• ERP (Oracle preferred)
• Problem solving
• Reporting

 Behavioral qualities

• Accountable
• Adaptable
• Agile
• Collaborative
• Culturally aware
• Innovative