Corporate Secretariat Coordinator at IDC

Job Description

Board of Directors:

• Assist in the onboarding of new Directors, updating onboarding packs with the latest policies and Delegation Matrix.
• Support Directors and Users of the Board management tool.

Corporate Governance:

• Prepare the annual calendar and send out meeting invitations in line with approved work plans.
• Assist in preparing various reports for the annual report.
• Maintain an accurate register of users of the Board Management tool.

Meeting Management:

• Support meeting preparation for Board, Committees, & Annual General Meetings.
• Issue reminders with deadlines for action items.
• Track meeting attendance.
• Prepare and distribute Board, Committees and Shareholder meeting packs within prescribed meeting timelines.

Administration Support:

• Ensure regulatory compliance and prepare all statutory returns as required by legislation.
• Monitor the distribution and implementation of resolutions from the Board and Committees.
• Maintain an issues log regarding the Board management tool. Maintain a register of access and provide a report to the Group Company Secretary for each meeting.
• Maintain all licenses required by Corporate Secretariat.

Support:

• Act as a first point of contact for users to address any concerns, questions, or technical issues they encounter while using Diligent Boards, and work with the Global Diligent Support Team to resolve these promptly.
• Ensure compliance with the IDC’s corporate governance framework.
• Oversee the administration of negotiable securities, money market securities and shares.
• Ensure compliance in subsidiary companies’ annual returns and management of CIPC process related to directors’ appointments and filing of documents on behalf of the subsidiaries

Document Management:

• Develop, implement, and monitor an effective information management system within the Corporate Secretariat department.
• Create a central repository to manage board members related documents e.g. declarations of Interests, identity documents etc.
• Maintains accurate documentation of corporate governance activities, including directors’ declaration of interests, agendas, minutes, and submission reports.
• Manage release and receive of securities (Share certificates) for business partners and update On SAP.

Qualification and Experience

• Bachelor of Information Science or equivalent
• A Post-Graduate qualification in Information Management, Governance or Public Administration will be an added advantage.
• 5-8 years’ experience within a Company Secretarial/ Records Management or similar environment.
• Knowledge and understanding of IDC policies, processes, systems, procedures and business.
• Knowledge of data and administrative management practices and procedures, business and management principles.
• Relevant Legislation (e.g. IDC Act, National Archives and Records Service Act, PFMA, Companies Act)
• SAP knowledge and experience.
• Knowledge and Proficiency in Ms Office: Word, Excel, PowerPoint, Outlook and Ms Teams.
• Registration with one of the following Professional bodies will be an added advantage: Corporate Governance Institute of Southern Africa (CGISA) The South African Society of Archivists (SASA).
• A sound grasp of Company Secretarial practice and the administrative requirements imposed by corporate governance legislation.
• Ability to liaise effectively at a high level;
• Strong verbal and written communication skills:
• Ability to work under pressure and meet tight deadlines