Assistant Manager, Company Secretarial

Full Time, onsite
Sime Darby Property
Damansara, Malaysia

Salary undisclosed

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Job Purpose

Assisting the Group Secretary on the following:

Providing effective and efficient secretarial services to Sime Property Group
Promoting paperless meeting folders and implement Board Meeting Management Software (Diligent Board) for Secretarial Team and Board of Directors
Administering and maintaining Diligent Board system as well as providing support Secretarial Team and system users
Promoting risk management culture and the implementation of risk management framework, methodology and system by maintain and update the Risk Register
Monitoring and ensure compliance of Listing Requirements, Companies Act 2016, Malaysian Code of Corporate Governance and other relevant laws and regulations by the department and all companies under Sime Property Group

Job Responsibilities

Financial

To minimize cost of secretarial function by operating within the departmental budget

Operational

To assist the Group Secretary to ensure compliance with internal and external requirements which include the following responsibilities

To ensure secretarial related matters for Property Investment companies and joint ventures companies are completed in a timely and effective manner
To maintain accurate and updated statutory records and submit filing to the relevant authorities in a timely manner
To ensure timely and accurate drafting of resolutions and statutory forms of Sime Property Group
To ensure timely and accurate drafting of announcements for review by the Group Secretary
To ensure timely and accurate drafting of Minutes and cascading to the relevant department

Job Responsibilities (Con't)

To prepare timely and accurate documents for corporate exercise such as Joint Ventures, Acquisitions and Disposals of Assets, Members’ Voluntary Liquidation, etc
To draft agenda and matters arising and coordinate matters relating to meetings. The meeting folders shall be Circulated / posted in the shared folders five (5) days before the meeting
To ensure all necessary arrangements and coordination of meetings including refreshments are of good standards and ensuring smooth meeting proceedings
To ensure timely and accurate submission of reports to the respective departments
To attend Board / Committee meetings or any other meetings as and when required
To coordinate with IT in respect of the Diligent Board System and to support Secretarial Team
To prepare documents which will form part of the Annual Report such as Corporate information, Statement of Corporate Governance Board’s Profiles, Notice of Meeting, Analysis of Shareholdings etc
To liaise with the Registrar / other relevant parties on any request by the stakeholders
To attend to the requests of the representatives of major stakeholders on certain documents / announcements
To perform any other matters as may be instructed by the Group Secretary, Chairman / Board of Directors and Group Managing Directors (“GMD”)

Job Responsibilities (Con't)

Job Responsibilities (Con't)

Impact / Accountability

To assist the Group Secretary and Secretarial Managers on the following:

Compliances

To maintain and update statutory records of Sime Darby Property Group of Companies which consist of 66 companies to-date and overseeing the secretarial function of foreign subsidiary companies and Associate Companies which comprised 116 companies
To ensure all compliances in respect to Bursa Listing Requirements, Companies Act 2016 and Malaysian Code on Corporate Governance are made within the stipulated deadline, failing which penalties will be imposed to the directors and company

Board

To ensure all the Board / Board Committees / JV Boards / Subsidiary Board / Management Committees are organized effectively

Ensure all meetings folders are sent out five (5) days before meeting to comply with the Terms of Reference
Pre and post meeting arrangements to ensure smooth meeting proceedings
Accurate and timely drafting minutes of meetings
Cascade decisions to relevant HODs for immediate action
Prepare Matters Arising to track the status

Education/Professional Qualification

Diploma or Degree related to Business Management / Business Administration / Law

Professional Experience

Institute of Charted Secretaries and Administration

Competencies

Industry Knowledge and Application

We Make Things Happen

Together We Do What’s Right

We Lead With Excellence

Regulations and Standards Compliance

Stakeholder Management

Business Development

We Embrace New Approaches

Risk Management

Governance, Risk and Integrity:

Understand, at minimal:

The Group and BU/OU/Support Department governance structure and process;
BU/OU/Support Department operating parameters;
Laws, rules and regulations impacting BU/OU/Support Department area of operations;
The Group’s principles and requirements of the Group's Code of Business Conduct ("COBC"), Group Policies and Authorities (“GPA”) and related policies and procedures.
The basic application of risk management in the BU/OU/Support Department area of operations;

[the above is collectively known as “requirements”]

Drive, lead and/or assist in: