Company Secretarial Consultant at Redefine Properties

Primary Purpose of the Job

• The Company Secretarial Consultant supports the Company Secretarial team in ensuring the efficient administration of the company, with a focus on statutory and regulatory compliance. The role involves assisting with governance processes, maintaining accurate records, and supporting the preparation and filing of required documentation.

Key Performance Area’s (KPA’s)

Administrative Support for Statutory Compliance

• Timely statutory filings with CIPC, ensuring compliance with all regulatory requirements for the Redefine group of companies, inter alia annual returns, director changes, MOI submissions, beneficial ownership registers, trust deeds, and letters of authority
• Support with the preparations and filing of CIPC mandatory compliance checklist
• Administration and maintain all share registers for subsidiary companies and relevant associate companies
• Update and maintain statutory registers, share certificates and statutory information
• Ensure that the AFS are distributed to all those entitled to receive a copy
• Support with the administration of registration and deregistration of companies and trusts  

Company Secretarial and Governance Services

• Administrative support for internal and external stakeholders
• Timeous coordination and maintenance of the corporate calendar
• Coordination and regular monitoring of cosec action tracker
• Timeous upload of updated statutory documents/letterheads on all relevant platforms
• Draft board resolutions and meeting minutes

Meeting Administration Process

• Coordination and communication of submission deadlines
• Timeous compilation and distribution of meeting packs
• Prompt distribution of meeting minutes and resolutions for signature following meetings
• Timeous update of extracts of Delegation of Authority

Company Secretarial budget administration
Administer invoices and ensure accuracy and timeous submission for approval and payment

• Support with the compilation of input for the compilation of the annual departmental budget

Executive Assistant

• Departmental diary management
• Departmental office management (stationery, cosec central email address and portal)
• Timeous and accurate administration of NED travel bookings
• Timeous co-ordination of board meeting requirements and related board engagements

Risk & Compliance Management

• Controls, manages and governs the processes and systems within area of accountability to ensure compliance and minimise the business risk.
• Governance Advisory Support
• Provide support to the Company Secretary on periodic and adhoc projects including but not limited to:
• Timeous input of the King Code and ISO 37000 application registers

Governance research

• Policy review and consolidation
• Prepare relevant sections of the integrated annual report including, amongst others, (attendance registers, date of director changes etc)
• Timeous submission of relevant information for the directors’ manual

Job Specific Requirements

Job Knowledge:

• CIPC administration and submissions in terms of the Companies Act (competent)
• Governance administration (essential)
• Functional knowledge of the Companies Act and relevant governance practices (essential) 

Job Related Skills:

• Oral and written communication skills (essential)
• General administrative and report writing skills (essential)
• Problem solving skills (desirable)
• Computer proficiency skills (essential)
• Time management skills (essential)
• Minute taking (desirable)

Job Experience:

• 3- 5 years experience 

Education:

• Undergraduate qualification (degree or diploma) in relevant field (required)
• CIS qualification (desirable)

Essential Competencies

• Attention to detail (advanced)
• Assertiveness (competent)
• Time management (competent)
• Communication (diplomacy, written, verbal) (competent)

Functional Competencies:

• Analytical ability (desirable)
• Process and technological competence (competent)
• Document Management (expert)
• Statutory compliance (expert)