Assistant Manager – Corporate Secretarial (SA)

EMPLOYMENT TYPE: Permanent

DEPARTMENT: Fund Services

DIVISION: Institutional Client Services

WORKPLACE STRUCTURE: Hybrid

Role Overview

PURPOSE OF JOB

To deliver a high-quality service to clients. To provide high level technical expertise for the purpose of undertaking the corporate governance of all fund services client business.

Main Responsibilities And Duties

• Responsible for the delivery of high-quality Corporate Secretariat services in accordance with constitutive documents, service level agreements, fund documentation and applicable statutory and regulatory requirements and be the primary point of contact.
• Understand the relevant legislation and ensuring that all activities undertaken meet legislative requirements.
• Draft board papers, ensure board packs are assembled and distributed to client boards.
• Attend and minute board meetings, travelling to client locations as required.
• Provide review and comment on corporate documentation as required by client and in conjunction with other advisors.
• Keep clients’ records up to date and ensure all statutory registers are maintained.
• Receive, monitor and keep up to date with constitutional, regulatory and listing requirements as applicable to individual clients.
• Take responsibility for various other aspects of our service offering, including developing client relationships, keeping up to date with best practice and helping disseminate the same to the wider team, undertaking some office administration including billing and project work, and supporting business development, as appropriate.
• Deal with correspondence, the collating of relevant information and writing of reports, ensuring decisions made or action points agreed are communicated to the relevant parties and completed within timescales set and agreed.
• Provide contribution to meeting discussions, as and when required.
• Monitoring changes in legislation and the regulatory environment, taking appropriate action as required.
• Liaising with external regulators and advisers, such as lawyers and auditors.
• Provide any other duties as defined or deemed necessary by our Clients.
• Supervise and assist with the management and training of junior member of the team, conducting appraisals and performance management review if requested/appropriate.
• Check, delegate and monitor work of junior members of the team and where appropriate ensure team’s adherence to the contractual obligations.
• To facilitate a seamless transition of new client business into Corporate Secretariat department in a co-operative manner, ensuring that the client’s needs are clearly understood and can be satisfactorily met.
• Providing high level technical guidance and support to own team and in addition to other business areas in order to ensure delivery of a high-quality service.
• To continuously improve personal skills through self-development and maintain personal development records
• To contribute towards the development and enhancement of processes, ensuring best practice and JTC Corporate Fiduciary standards and procedures.
• Provide advice to directors on their statutory and fiduciary duties, responsibilities and powers and to provide guidance to the Board with the interpretation and application of legal and regulatory requirements.
• Ensure that all corporate governance and compliance matters are managed, addressed and tabled at Board meetings in accordance with the corporate calendar.
• Responsible for the administration relating to Board meetings, maintaining of statutory documentation such as minute ad resolution books and preparing Board Charters and Terms of Reference.
• Ensure that the Board implements best practice corporate governance requirements in line with the Companies Act and King IV.
• Facilitate accurate and timeous administration of company records and registers including the lodgement of all documents and statutory filings with the Companies and Intellectual Properties Commission (“CIPC”).
• Administering the smooth running of meetings and producing accurate minutes and resolutions.
  
  

CDD / AML / SCREENING

• Collating and reviewing due diligence documentation for client on-boarding for ICS New Business Team and new investors into the Funds in line with Regulations, ensuring timely and effective client care.
• Assist with completing the review process for client entities and be aware of risk exposure, including the fulfilment of responsibilities under the review procedures.
• Conducting periodic reviews for high, standard and low risk clients.
• Conducting risk assessments and PEP reviews.
• Conduct screenings of prospective clients and existing clients on a periodic basis.
• Perform ad-hoc screenings as needed.
• Review client structures and assess associated risks.
• Highlight findings, risks, and recommendations.
• Maintain investor static data on the requisite systems.
• Awareness and adherence to contractual and statutory obligations under the Group’s policies, procedures and guidelines, including the Group’s core values and expected behaviours.
• Check, maintain and ensure accuracy of the central diary system relevant to client portfolio managed, to ensure deadlines are recorded and subsequently achieved.
• Maintain accurate and up to date records of client entities (including desktop), ensuring all statutory obligations are complied with.
• Adhere to Risk & Associated Compliance procedures in relation to regulatory requirements and AML legislation.
• Identify outstanding actions for clients, monitor reminders and follow up on necessary actions.
  
  

Essential Requirements

• LLB Degree.
• Good understanding of the Companies Act 71 of 2008, MOI, King IV and JSE requirements.
• Good CIPC knowledge and experience in company lodgements/amendments.
• Knowledge of the relevant laws of the regimes as applicable to the jurisdiction of the clients.
• Understanding of the importance of controls and the fiduciary responsibility of directors.
• Familiarity with anti-money laundering (AML) and know-your-customer (KYC) processes.
• Experience with client onboarding and risk assessment.
• Highly organised and exceptionally detailed.
• Accustomed to managing multiple priorities.
• Ability to demonstrate effective communication skills.
• Ability to work independently and under pressure.
• Strong minute taking skills.