Associate, Company Secretary

Job Purpose

Responsible for providing support to the corporate governance as well as company secretary to ensure all of alfanar's secretariat and corporate governance functions are completed effectively and efficiently. Have exposure to all parts of the business, work directly with alfanar's executive management team and board and be central to alfanar's governance arrangements.

Key Accountability Areas

Documentation:
- Supporting the company secretary in the effective and efficient provision of secretariat services to the Board, its sub-committees including preparing agendas, coordinating the production of papers and minutes, record-keeping and ensuring that there is effective follow through on all relevant matters arising and action points.
- Attending meetings of the Board and its sub-committees and taking minutes on behalf of the Company secretary may be required.
- Collating, reviewing and preparing a range of papers and correspondence, proactively identifying and distilling pertinent issues where appropriate.
- Appropriately handling correspondence and documentation for the Secretariat, including Board reports and documentation of a sensitive or confidential nature using a high degree of discretion.

Business Activities:
- Support the company secretary in developing and deploying activities related to corporate governance.
- Delivering a comprehensive range of support activities, proactively troubleshooting and resolving issues which arise to allow the Secretariat to deliver in line with expectations.
- Working with the executive committees' secretaries to ensure that all relevant scheduling activities are carried out, including organizing all aspects of Board and other meetings and ensuring all involved are aware of upcoming commitments and responsibilities.
- Communicating directly, and on behalf of the company secretary, with Board members, divisional company secretaries and others.
- Managing projects, researching and preparing appropriate reports or presentations independently.
- Researching, prioritizing and following up on incoming issues and concerns for the Secretariat
- Reviewing and improving operating practices within the Secretariat to ensure it operates to its optimum.
- Set up and manage agreed communication system and protocols to ensure consistent standards in all communications from the Secretariat.

Reports:
- Researching and preparing appropriate reports or presentations.
- BoD reports.

Role Accountability

HR Proficiency:
- Ability to obtain updated soft and technical skills related to the job
- To have a vision and a plan for the career path and how to achieve it.

Delivery:
- Perform the planned activities to meet the operational and development targets as per delivery schedules.
- Utilize resources effectively to achieve objectives within efficient cost and time.
- Provide a periodic report formatted by detailing the deviation and execution of planned tasks.

Problem-Solving:
- Solve any related problems arise and escalate any complex operational issues.

Quality:
- Ensure quality requirements to develop effective quality control and processes including specifications for products or processes or related activities.

Business Process Improvements:
- Coordinate well-defined written systems, policies, procedures, and seek automations opportunities as much as possible.

Compliance:
- Comply to related policy and procedures and work instructions.

Health, Safety, and Environment:
- Ensure compliance of relevant safety, quality, and environmental management procedures and controls within defined area of work activity to guarantee safety, legislative compliance, and delivery of high-quality products/services.

Requirements: