- Assist in organizing satisfactory arrangements at meetings of the Board of Directors (BoD) including notices, agendas, minutes and Company Secretariat matters.
- Prepare drafts of meeting agenda to the Board members as well as members of the Board Committees.
- Assist in preparation and circulation of minutes of the board and committees’ meetings along with the action points and recommendations.
Assist in communicating decisions of the Board of Directors to the relevant departments and officers for implementation purposes.- Provide support to Company Secretary to maintain a follow up with the departments concerned on the required actions to implement Board decisions.
Seek a written response from the departments and maintain a record for future reporting. Study the working papers from the departments to verify that they are in the defined format and are approved by the Chief Executive prior to dispatch to the Board / Committee members. - Coordinate between Company Secretary and relevant departments for follow up on the implementation status of the Board decisions and matters arising from the previous meetings of the Board and its Committees.
- Assist Company Secretary in ensuring that the record of the minutes of the meetings and relevant notes is maintained in safe custody and make them available when required.
- Assist in arranging meetings of the Board committees, compiling agendas, issuing notices, maintaining minutes and following up on decisions taken at meetings.
- Prepare drafts of “Resolution by Circulation” for any urgent issue(s) to seek Board approval.
- Ensure safe custody and update of the attendance register of the Board and its Committees’ meetings.
- Make entries in Compliance Register to ensure that the board meetings adhere to the relevant rules and regulations including Companies Act 2017, Securities Act 2015, Public Sector Companies (Corporate Governance) Rules 2013, Listed Companies (Code of Corporate Governance) Regulations 2019, and Stock Exchange Regulations.
- Prepare Draft Compliance Report as required under the legal framework.
- Prepare Draft Secretarial Compliance Report / Certificate along with annual return filed with the registrar concerned certifying that the secretarial and corporate requirements have been complied with.
- Maintain forms and registers as required under the applicable laws and regulations.
These include register of debenture holders, register of directors and other officers, register of directors' shareholdings etc.- Draft the write up of the Annual Report in coordination with the Corporate Communications Department.
- Coordinate with relevant departments for the administrative and logistic arrangements, publication in the media/press, and availability of working documents required to conduct Annual General Meetings (AGMs) and Extra Ordinary General Meetings (EOGMs).
- Prepare drafts of compliance statements and undertake statutory filing of Form 26, Form 28, Form 29, Form an etc.
- Assist Company Secretary in providing guidance to the Board for ensuring compliance with conflict of interest provisions as envisaged within the Companies Act and Securities Act.
- Help organize preparation, printing, publishing and dissemination of corporate profiles for annual and quarterly reports.
- Draft the report on the pattern of shareholding to the Ministry of Finance as per their requirements.
- Assist in maintaining records of correspondence, circulars, orders and directions issued by the Chairman of the Board of Directors.
- Perform dividend reconciliation exercise in accordance with the company policies.
- Coordinate between the department officials and auditors to help provide the required data or information necessary for audit purposes.
- Ensure effective discharge of activities related to shares, shares transfers, rights and bonus issues, dividends etc.
and ensuring that the requirements of the regulatory bodies and governing bodies are effectively complied with.- Assist in the activities/process to change signing authority with the change in SSGC’s Managing Director and undertake any other task as assigned by the board or Company Secretary.
- The individual shall ensure compliance to the Enterprise Risk Management Framework enforced in the Company while performing job responsibilities in accordance with his assigned role.
- The individual shall ensure compliance to the Business Principles and Ethics Policy / Code of Conduct.
- Act as Company Secretary of subsidiary companies as and when required within the scope approved by the Board.
- Undertake any other task assigned by the immediate supervisor.
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