African Bank Vacancies

at African Bank
Location Johannesburg, South Africa
Date Posted January 23, 2020
Category Administration
Job Type Full-time

Description

To provide administrative services to the Company Secretariat team and assist with achieving an effectively functioning team. The company is looking for a dynamic professional who is passionate about working as an Administrator: Company Secretary.

Job Requirements

MINIMUM EDUCATION

  • Qualification in Office Administration
  • Preferably studying towards CIS qualification

MINIMUM EXPERIENCE

  • 3 – 5 years Office administration in a Company Secretary office

CRITICAL COMPETENCIES

  • Working knowledge of Diligent Software
  • Excellent and effective time management
  • Good written and verbal skills
  • Good command of English Language
  • Organised and meticulous
  • Team player

KEY RESULT AREAS

CIPC & statutory duties

  • Timeous preparation and lodging of all CIPC documents with respect to directors, auditors, MOI, year end, company secretary, deregistration, liquidation and all other changes that fall within the ambit of the CIPC;
  • Ensure that the CIPC account is sufficiently funded at all times, generate disclosures and lodge Annual Returns (in i-XBRL format);
  • Update and maintain share certificates, share and other registers (hard copy and electronically), transfer instruments,
  • Update and maintain Directors register, Directors' Declaration of Interest file, NED letters, Directors contact list, all other Director information (skills, experience)
  • Assist with updating and maintaining all statutory files, minute books, attendance registers, supplier and director invoices,
  • Attend to request for statutory records from Auditors, Internal and External clients
  • Assist with preparing and collating information and documents for the Annual Integrated Report

Office Administration

  • Maintain all Board and Committee records, including information packs, agendas, minutes, etc. diligently.
  • Assist with drafting agendas and basic resolutions for meetings, collate the necessary papers and distribute the Board / Committee packs in a timely manner
  • Assist with maintenance of group-wide Policies - ensure all latest policies, Terms of Reference, Board Charters, General Cosec docs are properly managed and filed (hard copy and electronically)
  • Assist with preparing annual Year Planner and ensure that it is updated regularly
  • Write process notes for Board and Committee meetings, including AGM and directors appointment/resignation process, etc.
  • Deal with general day-to-day correspondence in Cosec team, including timeous follow up and conclusion on matters given by Company Secretary

Exco, Board and Committees

  • Drafting general correspondence to Board and Exco members and cover notes and memorandums for meetings
  • Monitor follow up action taken after the meetings and maintain rolling agenda
  • Assist with all preparation for Shareholder Meetings: Invitations, Manage responses, logistics, etc.
  • Ensure timely dissemination of information to Board / Committee members when required
  • Deal with logistics for all meetings
  • Keep and maintain an accurate list of members and invitees to all Exco, Board and Committee meetings
  • Establish and maintain strong business relationship with the Board and Exco members including their assistants
  • Act as a point of contact for the Board and Exco members in all matters relating to governance, meetings, liaison with the Cosec team

Other

  • Keep diary updates and provide reminders of impending meetings and deadlines
  • Assist with preparing pro forma invoices for directors and ensure timely payment of Board and Committee fees (including calculations)
  • Receive and process invoices for all suppliers
  • Assist with the preparation of office budget
  • Provide effective support to the Company Secretary including identifying opportunities to improve governance and compliance procedures
  • Regular filing of all matters
  • Support the Group Company Secretary and Cosec team with all administration
  • Attend to all Ad hoc assignments as and when applicable
  • Stay informed about changes in governance related legislation or guidelines
  • Research relating to best practice with respect to governance practice, as and when required

Treating Customers Fairly and Compliance

  • Create and maintain productive relationships with internal and external clients by providing advice and assistance
  • Create understanding of the ‘real’ versus ‘perceived’ need through experience and expertise while complying with company policies, legislation and regulations
  • Keep the client informed about progress through written communication, telephone communications, and/or face-to-face meetings
  • Build a positive image by exceeding client expectations at all times
  • Treat internal and external customers fairly at all times