Company Secretary: Support

Structural Information

Job number:                     10031649

Job title:                             Company Secretary: Support

Job grade:                          S5

Group/ BU:                       Corporate

Division:                             CEO

Span of control:               0-5

Reports to:                        Senior Management

Core Description

Responsible for high-level provisioning of administrative and functional support to the Group Company Secretary in relation to corporate governance, compliance with all legal and regulatory requirements, Delegation of Authorities, internal processes, and Board resolutions. Furthermore, responsible for providing high level support in any capacity required to the Telkom Board and Committees of the Board, Subsidiary Excos including document and report compilation, tracking of submissions, reports and matters arising from governance structures within the Group. This role involves ensuring the smooth operation of corporate governance, compliance, and administrative tasks within the organization. The ideal candidate will be detail-oriented, highly organized, and capable of handling confidential information with discretion.

Job Responsibilities

High level support:

• Mange calendar of events for the Group Company Secretary.
• Manage and oversee all incoming investigation such as SIU, correspondence, and evidence to be provided.
• Providing support to the team by managing leave and performance assessment 
• Arrange team meetings as and when required.
• Record and manage all incoming and outgoing correspondences. 
• Arrange travel and accommodation for the Group Company Secretary (Unit)
• Handle correspondence and communication on behalf of the Group Company Secretary.
• Assist in drafting, reviewing, and filing legal documents and reports.
• Assist with the preparation of presentations, reports, and other materials as needed.
• Provide support in organizing company events, AGMs, and other corporate functions.
• Handle ad-hoc tasks and projects as assigned by the Company Secretary.
• Attend meetings as assigned by the Group Company Secretary.

Secretariat Administration:

• Contact person for tender office for all governance related matters.
• Assist Auditors during statutory audits ensuring that they receive the necessary support, and that information provided to them is secure.
• Raising purchase orders, preparing, and processing sundry payments for all Company Secretariat’s vendors and service providers.
• Arrange for the dispatch of documents and parcels using Geniva system.

Administrative Support:

• Assist in organizing and preparing agendas for Board, Committee, Exco and Foundation meetings in line with the work plan.
• Prepare, compile, load and circulate board packs and other relevant documentation, including written resolutions.
• Draft and circulate minutes and follow up on meeting attendances and matters arising. 
• Provide administrative support for Board/Board Strategy meetings and events, including the AGM.
• Compile an annual corporate calendar matrix for Board and Exco approval.
• manage calendar notifications and attendance schedules for Board meetings and track and following up on Board/Committees meeting RSVPs. Move to Tshegofatso
• Assist in special projects and initiatives as required by the Company Secretary.
• Assist with the co-ordination, logistics and planning of AGM, Exco & Board Strategy sessions, including identification of venues, liaison with relevant internal and external stakeholders to ensure that all preparatory work is completed as required, work with the Events team to guide internal departments and external vendors on the planning and execution all required meetings / events. 

Group Governance activities:

• Assist in preparation of the annual Cosec budget, and monitoring budget for Board Meetings and events (AGM and Board Strategy).
• Manage issue related to Board of Director’s expenditure: process reimbursements, prepare and ensure that director’s input sheets for financial year-end are signed for audit filing, prepare, pay, and reconcile all directors’ fees and sundry invoices pertaining to the Board and other stakeholders, monthly.
• Prepare induction documents, Consent Forms and Schedule 13 and submit to the JSE.
• King IV support
• Companies Act Compliance
• AGM notice support
• Reviewing and implementing of the Delegation of Authority for the Group.
• Assist with any CIPC queries

Core Competencies

Functional Knowledge
Knowledge and understanding of relevant Legal and Regulatory Requirements; Familiarity with company secretarial software; Familiarity with best practices in corporate governance, including Board and Committee operations, director duties, and ethical standards; Knowledge of Telkom policies & procedures; King IV; Companies Act

Functional Skills
Organisation and planning; Administration; Time and priority management; Written and verbal communication; Report writing; Analytical; Problem solving; Strategic Thinking; Cross Functional Teamwork

Certifications

Education

Experience

Additional Information

Job Responsibilities (continued)

End-to-end Telkom Foundation and Subsidiary meeting administration:

• Preparing and drafting agendas and other meeting papers for the Telkom Foundation and its Committees. 
• Preparing meeting packs to ensure compliance with statutory and corporate governance prerequisites.
• Attending meetings and accurately record minutes for the chairperson's input and feedback.
• Tracking and monitoring progress on action items list and ensuring decisions made are communicated to the relevant stakeholders (for noting and/or actioning).

Qualifications and Experience

• Qualification preferably in Law, Business Administration, or a related field (i.e CIS).
• A qualification specifically focused on corporate governance or company secretarial practice will be advantageous.
• Experience, preferably in a company secretarial or regulatory environment.

Special Requirements

• Ability to work under pressure. 
• Willing to work after hours.
• Confident and comfortable working with senior stakeholders, internally and externally.
• Proactive and able to take initiative.
• Ability to handle confidential information with discretion.
• Excellent written & verbal communication skills, including report writing.
• Attention to detail and high levels of accuracy.
• Good stakeholder management.
• Ability to work independently and as part of a team.
• Good analytical and problem-solving capability.
• Proficiency in Microsoft Office.

Special Requirements

Physical Requirements

Key Stakeholders