Job detail - SOS HR Solutions

ASSISTANT COMPANY SECRETARY

United Arab Bank/Human Resources

Direct
30000-30000/
P.O. Box No : 25022,Sharjah

Job description

1.	Job Details
Job Title:		Assistant Company Secretary
Grade		Based on HR Evaluation
Department:		UAB Management
Location:		Head Office
Direct Line Manager:		CEO
Date:		December 2012
Review date:		December 2014

2.

Job Purpose

To be the point of contact for the Board of Directors, Board Committees and shareholders, managing the flow of information between them and the Management, following up on required actions and reporting in a timely and accurate manner on the Bank and shareholder developments.
To ensure that the Bank complies with standard financial, legal and listings practice and maintains standards of corporate governance.

3.	Job Dimensions
Volume of Staff Supervised (Direct reports and Indirect/ dotted line reports)		None
Resources under control (eg, direct budget, sales Client, financial impact on UAB results)		None
Authority level and limits		Performance reviewed by CEO

4.	Organization Chart

5.	Job Accountabilities
Tasks		Performance Indicators
Ensure that the regulatory requirements for conduct of Board and shareholders meetings are met.		Timely submission of reports and documents to regulatory authorities. Zero infringements of legal and regulatory requirements.
Maintain all regulatory mechanisms necessary to uphold the standard of Corporate Governance.		Timely alerts of any conflicts of interest between stakeholders.
Prepare the minutes and attendance registers of the meetings of the shareholders and meetings of the Board of Directors and Committees of the Board of Directors.		Minutes to be distributed within 5 business days of the relevant meeting.
Prepare the action reports for the Board meetings and Board Committee meetings.		Action points to be distributed within 5 business days of the relevant meeting.
Follow up actions required from the Board and Board Committee meetings.		Ensure that all action points are addressed by the relevant manager within the time-frame specified.
Manage the Banks relationship with Emirates Securities and Commodities Authority (ESCA) and Abu Dhabi Stock Exchange (ADX) and ensure the Banks compliance with listing requirements.		Excellent flow of information to assigned stakeholders.
Manage shareholder information keeping the Chairman and the CEO informed of significant changes in ownership structure of the Bank.		Information on significant changes in shareholdings to be notified to the Chairman and CEO within 48 hours.
Manage the Banks CorporateRegisters.		Accurate and complete registers kept up to date at all times.
Maintainthe Banks Corporate Books and Records.		Correct and complete records kept up to date at all times.
Advise the Chairman, the Board of Directors and the Banks management on the application of the Commercial Companies Law No.8 of 1984, the governance and listing regulations and any changes made subsequently.		Accurate and timely advice and correspondence.
Manage the shareholders meetings of the Bank and the annual distribution of dividends.		Tasks are carried out in accordance with priorities, accuracy and timescale.

6.	Main Challenges
Job context		Regularly exposed to confidential data. Job holder must have a high level of integrity and tact due to the sensitive nature of information. Job holder monitors the regulatory mechanisms and the roles and relationships between the Management, the Board, the shareholders and other stakeholders.
Problem solving & Innovation		Prepares special reports, gathering, summarizing, and analyzing data. Organizes and expedites flow of work from Board of Directors and Board Committees.
Client relationships/ Interpersonal skills		Internal working relationships CEO, DCEO, EVPs and SVPs External working relationships Board of Directors, CBQ, Government Authorities, Central Bank, ESCA, ADX
Risk management		Manages confidential documents for the Bank.
Planning & Organizing		Timely communication of information to various stakeholders.

7.	Qualifications, Experience & Skills
		Essential	Desirable
Qualifications:		University Graduate; Law, Business or related field.
Experience:		6-8 years experience at a Corporate Governance level.
Job Specific Skills:		Ability to maintain effective working relationships with Regulatory and Government Agencies / Officials. Thorough understanding of Corporate/ Commercial Law and Listing regulations. Excellent knowledge of commercial companies codes Good knowledge of the Central Bank Regulations /Monetary Systems and Anti Money Laundering Regulations Able to draft announcements related to AGM, Board, ESCA, etc. and other public statements MS Office applications.
Generic Skills/Requirements:		Good report writing and professional business correspondence. Ability to show discretion with confidential information Good communication in English and Arabic - verbal and written. Good interpersonal skills Good team working skills
Competencies:		Self-starter who can work on their own with minimal direct supervision. Exceptional analytical skills able to quickly process a wide range of complex information/contractual terms and to draw clear conclusions Organised - sets and communicates priorities; plans activities over a short to medium time frame; follows-through on tasks; manages own time effectively. Attention to Detail able to review and edit written communication quickly; highly accurate and observant. Quality Control shows awareness of standards. Follows through to ensure that quality standards are met.

8.	Approvals
Input: CEO
_________________________________ ___________________ Signature Date
Ratified: Human Resources
_________________________________ ___________________ Signature Date

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