Junior Associate- Secretarial

Job Description

Responsibilities:

The Junior Associate is an intern level role. The role holder will be learning the Secretarial process and all related activities by assisting the team in their day-to-day delivery.

The Junior Associate will have no direct communication with clients. The work of the Junior Associate will be reviewed by the Associate Manager or/and Manager of the Team depending whether 6-eyes review or 4-eyes review is required).

All work delivered need to be well-presented and meet minimum quality standards.

Tasks:

• Assist the Associate / Senior Associate in the following tasks:
  • In the preparation of annual meetings for companies
  • In the preparation of statutory and straightforward documentation required for board packs
  • In the preparation of statutory and application forms as may be required for filings with the Regulators, Mauritius Revenue Authority and Bankers
  • Carry out AML & KYC/CDD checks on new directors, shareholders (up to beneficial owners), investors and investee companies
  • Carry out any AML-CFT function which is required under the Laws and Regulations of Mauritius. Amend board resolution templates for approval of change of company secretary or directors, prepare CBRIS application and notification letters to FSC/ MRA/ bank/ Custodian/ any other stakeholder then give to the Associate Manager for review and approval
  • Change in Auditors: receive resignation letter of resigning auditor or letter of engagement for new auditor; draft/amend resolution/minutes for approval of change; prepare FSC approval/notification letter or notify any other relevant stakeholder/Regulator of the change in auditors and update internal data management software
  • Change in bank signatories and mandate: Prepare/Amend board resolution template for change of bank signatories, prepare letter for notification to bank / custodian and give to Associate Manager for review and approval
  • Amend board resolution template for approval by Directors for change in registered office and give to Associate Manager for review and approval
  • Amend letter to ROC template for Application of current standing certificate and send scan copy to ROC once approved by the Associate Manager/Manager. Follow up with ROC until receipt of the certificate
  • Amend letter to FSC template for Application of certificate of good standing and send original letter to FSC once approved by Associate Manager/Manager. Follow up with FSC until reception of the certificate
  • Issue & Redemption of shares: to carry out all the corporate action for the issue and redemption of shares
  • Perform other Secretarial related routine tasks including but not limited to securing signatures of relevant signatories on documents, assisting the Associate / Senior Associate in special assignments & projects, updating the relevant systems (5Series) & reports where applicable
• Update planning information BiLLy and submit to Associate Manager / Manager
• Flag client/service issues to Associate Manager Manager before they become a complaint
• Ensure that all documentation/company’s records are duly scanned and saved on the document management software (“EazzyFiling”) and maintain on the Client’s File. Company’s physical files/documents are to be maintained in proper order in compacter/safe/filing cabinets
• Ensure protection of information assets of IQ-EQ MU and to abide by the ISMS in place at IQ-EQ MU

Key competencies for position and level:

• Customer focus
• Communicates effectively
• Plans and aligns
• Interpersonal savvy
• Action orientated

Key behaviours we expect to see:

In addition to demonstrating our Group Values (Authentic, Bold, and Collaborative), the role holder will be expected to demonstrate the following:

• Accuracy
• Attention to details
• Collaboration
• Organisation
• Proactivity
• Relationship building
• Taking ownership

Deliverables (KPIs):

• On-time delivery
• Quality of work (errors or rework or complaints)
• % Personal chargeability