Company Secretary

The role holder is responsible for improving the workflow efficiency of the Board of Directors and Committee Members by organizing and executing all board / committee programs which includes but is not limited to ensuring boards instructions and decisions are carried out, developing agendas, inviting appropriate attendees, resolving all logistical issues and providing other administrative support to the board as required.

About the Role

Key Responsibilities/Accountabilities Core Responsibilities Board/ Committee Meetings:

• Manage Board related correspondence before and after meetings and ensuring timely distribution of agenda items and delivery of hard or electronic copies, or both.
• Provide notice of upcoming meetings to the Board and/or of a committee when such notice is required.
• Accurately and comprehensively record and distribute the minutes of the Board and the Board Committee meetings and all other meetings regarding the Board and Board Committees.
• Registering the Board resolutions and voting results and keeping them in a special and organized record, including the names of attendees and any expressed reservations (if any). These minutes shall be signed by all attending members.
• Ensure that an up-to-date copy of the Bylaws and Delegation of Authority ("DOA") is available at all meetings.
• Draft and execute the various resolutions, circulars, terms of references, minutes of meetings etc. as required by the management.
• Informing the Company executive administration about resolutions of the Board and its committees and reporting on their implementation and application.
• Prepare the annual schedule for Board and Committees meetings in consultation with the Chairman and Board members.
• Convene and service Board/ Committee meetings by producing agendas, taking minutes, conveying decisions, and reporting on their implementation and application.
• Review and ensure the quality of presentation material and ensuring their adequacy, consistency, and ease of use.
• Ensure that the Directors Desk is well organized for ease of use and reference by the Board members and contains all reference material that the Board may require at any time.
• Address and communicate to the Chairman any feedback received regarding meeting agenda items, document pack, DOA's, TOR's etc.
• Maintain and monitor a calendar of important dates such as Annual Meetings and National events.

Documenting & Reporting

• Update, maintain and safe store the Minute Book, voting, and other legal documents and providing such documents relating to the Board and shareholders as and when required by authorized persons. These records may include copy of the founding documents, lists of directors, board and committee meeting minutes, financial reports, and other official records.
• Ensure that external correspondence to, and requests made of, the Board of Directors, or relevant to the governance of TECOM Group, is reported and responded to in a timely manner.
• Maintain official records of members of the organization and Board and ensure that records are available when required for reports, elections, referenda, votes, etc.
• Deal with correspondence, collating information and writing reports/ MEMO's, ensuring decisions made are communicated to relevant company stakeholders.

Policies, Legislations and Compliance

• Ensure that the Board's Policy Manual contains all Board directives and that such policies are systematically subject to Board review.
• Oversee the systems that ensure that the Group Board and Board Committees complies with the committee charters, SCA requirements and company bylaws.
• Keep up to date with any legislative, regulatory, or governance amendments that may impact decision making or operations.
• Regulating the disclosure record of the Board and the Executive Administration in accordance with provisions stipulated by SCA and the applicable legislation and providing advice to Board members on the same.
• Assist in conducting the Board & Committees evaluation and performing any such other tasks as assigned by the Board from time to time.

Minimum Qualification:

• Bachelor's Degree in Law, Finance, Accounting, Administration or other equivalent qualification.
• Qualified Company Secretary / Chartered Secretary (Member of Institute of Company Secretary or Chartered Secretary) preferred.

Experience:

• Minimum 7 years of relevant experience.
• Experience in providing Board Secretarial services and/or having worked in an administrative or advisory function to the Executive Management.

Technical Competencies

• A keen eye for detail and in-depth knowledge of SCA regulations.
• Excellent communication and business writing skills.
• Highly organised and able to meet strict deadlines.
• Discretion when handling confidential information.
• Numerical reasoning skills.
• Ability to hold the attention and respect of directors and senior management.
• Effective stakeholder management.
• Excellent computer skills, with strong knowledge of MS Word and PowerPoint.
• Knowledge of Arabic is an added advantage.

Behavioural Competencies

• Customer Focus.
• Results Orientation.
• Business Awareness.
• Curious & Creative.
• Sense of Urgency.
• Adaptability & Flexibility.
• Builds Relationships.
• Empowerment.
• Problem Solving & Decision Making.
• Planning and Organizing.
• Communication Skills.
• Teamwork.