Junior Assistant Company Secretary at Omnia (Pty) LTD

Qualifications

• Matric / Grade 12 
• Related Tertiary Qualification
• Studying towards CIS would be beneficial

Experience

• At least 2 years’ experience as Junior Assistant Company Secretary
• Basic knowledge of Companies Act, King IV
• Intermediate experience in MS Office Suite particularly Excel, Word, PowerPoint

Duties

Support Operational Committees :

• Operational Rhythm: Update the operational committees calendar based on the Group's operating rhythm
• Advance Planning: Schedule meetings in the cosec calendar

Meeting Management, Support, and Minute Taking:

• Scheduling: Arrange meetings, confirm attendance, and ensure a quorum.
• Logistical and Administrative Support: Provide logistical, administrative, and secretarial support to internal operational committee meetings. Record attendance, note apologies, capture and prepare minutes and matters arising within 10 working days.
• Follow-Up: Ensure action items and decisions are documented and followed up on.
• Record Keeping: Maintain records

Board Support: 

• Backup Support: Provide backup support to the Group Executive Assistant regarding the logistics for the Group board and subcommittees
• Invoice Processing: Process departmental invoices in accordance with standard financial operating procedures (SOPs).
• Drafting of Procedures: Prepare procedures to incorporate into the Co Sec Manual

Statutory and Regulatory liaison, preparation and filing with authorities:

• Maintenance and Filing of Documents: Maintain and file all company secretarial, related legal, regulatory, and compliance documents digitally and in hard copy.
• Digitisation of Documents: Facilitate the digitization of all outstanding company secretarial and related statutory and legal documents.
• Preparation of Statutory Application Forms and Submissions: Prepare all company secretarial statutory and regulatory compliance application forms for CIPC lodgement, as well as supporting resolutions and annual general meeting documents, including registrations and deregistration’s. Liaise with external statutory teams in various countries to facilitate these processes. Prepare and ensure the execution of AGM processes for all subsidiary companies. Prepare all statutory and regulatory compliance resolutions
• Update Secretarial Repository: Update GreatSoft and maintain the statutory registers and records.
• CIPC Administration: Monitor statutory returns in line with regulatory requirements and ensure the timely filing of annual returns and other statutory documents. Arrange for the conversion of annual returns into XBRL format for online submission. File to CIPC. Lodge all changes, i.e., directors, auditors, and company secretaries, as well as amendments to memorandums of incorporation, etc.
• Day-to-Day Administrative Tasks: Attend to day-to-day administrative tasks

Confidentiality and Professionalism:

• Maintain Confidentiality: Keep all sensitive information discussed in meetings confidential and all documents which you have access to
• Liaise with the Assistant Company Secretary prior to the distribution of all documents
• Professional Conduct: Uphold high standards of professionalism in all interactions and documentation