Corporate Secretariat Officer

POSITION TITLE:

Corporate Secretariat Officer

(Contract Position)

POSITION GRADE:

Grade 2 (b)

DEPARTMENT:

Corporate Secretariat

REPORTS TO (JOB TITLE):

The position reports to:

A. POSITION PURPOSE:

The Corporate Secretariat Officer reports to the Corporate Secretary/Compliance Manager and provides the full range of corporate secretarial administrative support in a confidential and ethical manner.

B. MAJOR DUTIES & RESPONSIBILITIES:

Category

Functions/ Tasks

% of Time Spent on each Category

• Ensures that Minutes of the BOD are submitted to the Ministry of Agriculture, Land and Fisheries and Ministry of Finance in accordance with the timelines given in the State Enterprises Performance Monitoring Manual.
• Provision of support for Board Meetings, Tender Committee Meetings and all other meetings of the sub-committees of the Board.
• Works in consultation with other Departments to ensure that all required reports and submissions are provided to the Board of Directors, Board appointed Sub-Committees and the Chairman well within named deadlines or within reasonable time, if deadlines are not named.
• Management and upkeep of EMBD’s Statutory and Administrative Compliance schedule, to ensure that the company’s monitoring processes are in compliance with the Company’s Act and State Enterprises Performance Monitoring Manual.
• Preparation of Statutory Reports, on behalf of EMBD as a Reporting Issuer, for the Securities and Exchange Commission (SEC).
• Ensures that the Statutory Reports (for example Quarterly Return Reports, Status of Loan/Overdraft Reports, Investment in Securities, Return of Award of Contracts, Litigation Proceedings) are submitted to Corporation Sole in accordance with deadlines.
• Maintenance of a robust Document Control System for Corporate Secretary’s and CEO’s Office to aid in Knowledge Management.
• Performs any other duties and reports as required by the Corporate Secretary/Compliance Manager.
• Maintaining and creating critical corporate records to ensure it is consistent with prior records.

C. OTHER DUTIES & RESPONSIBILITIES:

The duties and responsibilities as outlined, are intended to describe the general nature and level of work to be performed by you. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

% of Time spent on activity

Performs such tasks as may be required for the smooth operation of the department and organisation.

When needed

INDIVIDUAL SAFETY RESPONSIBILITY:

It is the responsibility of each employee to protect oneself as well as fellow employees from injury. Work shall be conducted according to established safe practices and procedures. Please refer to EMBD’s Environmental, Health and Safety Policies.

D. QUALIFICATIONS, EXPERIENCE, BEHAVIOURAL AND TECHNICAL COMPETENCIES:                                                           

Qualifications: Minimum

• Bachelor’s Degree in Business Management/Administrative Professional Secretarial certification or similar qualification.

Experience: Desired

• Five (5) years’ experience providing high level administrative support to executive management.

Behavioural Competencies: Desired

• Attention to detail and accuracy.
• Able to adapt quickly, handle multiple tasks, and prioritize.
• Self-directed with sound judgement.
• Able to work in teams.
• Strong organisational skills.
• Exceptional interpersonal skills with internal and external stakeholders.
• Discrete and confidential with companies’ documents.
• Excellent communication skills (written and verbal).
• Delivers innovative ways of taking the department forward.

Technical Competencies: Desired

• Knowledge of corporate governance principles, regulations, and best practices to ensure compliance with legal and regulatory requirements related to corporate governance.
• Familiarity with corporate filings and regulatory requirements such as annual reports, legal documentation, and other compliance-related filings.
• Proficiency in Microsoft Office.