Company Secretary Specialist at AON

Aon South Africa is recruiting a Company Secretary Specialist in our Legal & compliance division at our offices in Sandton. The role of a Company Secretary Specialist is to assist the Company Secretary by performing administrative statutory support services and related functions within the Aon Group.

This position complies with the Company’s Employment Equity Policies.

As a Company Secretary Specialist some of your responsibilities will include:

• Prepare and update annual corporate calendar
• Manage, disseminate and arrange the Board and Executive meeting invitations in accordance with the corporate calendar.
• Issue notices of board meetings.
• Formulate, collate, prepare and distribute Board and other packs.
• Attend and take minutes at the Board meetings for Aon SA and all subsidiaries, Aon Re Africa, Exco and related committee meetings (e.g. Social and Ethics Committee) as required by the Companies Act as well as other business meetings as required.
• Maintain minute books. 
• Compile the Directors’ and Shareholder’ resolutions, special resolutions and round robin resolutions to approve transactions and to give authority to individuals to act on behalf of the company, subsidiaries and associate companies. 
• Update and maintain statutory registers required by the Companies Act. 
• Prepare, sign off and submit all statutory forms; i.e. appointment and resignation of directors, changes to auditors, financial year ends etc. 
• Communicate statutory changes to the outsourced Company Secretarial Firm to lodge with CIPC. 
• Ensure the required documentation is lodged with the Registrar of Companies and SARS via outsourced Company Secretarial Firm. 
• Liaise with internal and external auditors in terms of statutory documents for audits performed. 
• Ensure CIPC have adequate funds to lodge annual returns and other incidents at all times. 
• Utilise the CIPC program to obtain disclosures on companies for example CIPC balances, director disclosures etc. 
• Act on reminders from outsourced Company Secretarial Firm in terms of submission of annual return dates and arranging payment due to CIPC as instructed.
• Ensure that the Annual Financial Statements are submitted for simultaneous submission to CIPC with annual returns. 
• Update all business letters, notices and other official publication to display registered company details as required by the statutes in South Africa. 
• Maintain records of group structures and ensure procedures are in place for accurate administration of these entities. 
• Assist with preparation of all records relevant to the maintenance and good standing of companies incorporated in South Africa and other jurisdictions as well as trusts. 
• Provide assistance to Legal & Compliance Team and Business in all aspects of Corporate Secretariat related functions. 
• Manage and support projects which form part of CoSec functions and tasks as assigned. 
• Liaise monthly with compliance in terms of FSCA requirements on statutory updates relating to FAIS. 
• Provide the Business with Corporate Governance related matters pertaining to tenders, vendor/supplier applications, FICA/KYC requests etc. 
• Understand and follow the Aon Leadership Model and take ownership of personal development. 
• Maintain personal and professional development.

Role-specific Technical Skills, Knowledge and Experience

• Have knowledge of CIPC company registration, annual returns etc.
• Be in possession of Grade 12 (Matric).
• Be in possession of Secretarial Diploma.
• BCom, LLB or BProc and CIS qualification will be an added advantage.
• Have a minimum of 5 years Company Secretarial and Governance experience.
• Have legal/CoSec and compliance experience in respect of Short Term Insurance products.