Associate Executive – Secretarial

Responsibilities:
The Associate is an entry-level role. The role holder combines both learning and delivering
of Secretarial low-to-medium complex processes and all related activities (except the
review). The work of the Associate will be reviewed by the Associate Manager and/or the
Manager depending whether 6-eyes review or 4-eyes review is required. All work delivered
need to be accurate well-presented and meet quality standards:
Tasks:

Carry out the following tasks or assist the Senior Associate in/with the:

• preparation of annual meeting for companies.
• preparation of board packs;
• Appointment of Directors: seek approval including FSC approval where applicable;
• make fillings with ROC & FSC; update relevant registers and internal data
• management software (Microgen 5Series); notify all parties (banks/custodians/brokers)
• Resignation of Directors: draft resolution; make fillings with ROC & FSC ; update relevant registers and Microgen 5Series;; notify all parties (banks/custodians/brokers)
• Change in Company Secretary and complete relevant corporate actions as may be required
• Change in Auditors: receive resignation letter of resigning auditor or/and letter of engagement for new auditor; draft 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 Microgen 5Series

• Change in bank signatories and mandate: Draft resolution for change in bank signatories collate KYC/CDD and arrange for certification; prepare letter for notification to bank / custodian and Microgen 5Series; Ensure any relevant corporate actions as may be required for internet banking facilities.
• Change in registered office: Draft resolution for change in registered office complete Form 21 prepare letter to ROC copy FSC and notification letter to relevant stakeholders i.e. banks / SEBI/ custodian / MRA and update Microgen 5Series;
• Application of current standing certificate;
• Application of certificate of good standing;
• Carry out AML & KYC/CDD checks on new directors shareholders (up to beneficial owners) investors and investee companies and to escalate any gaps identified.
• Ensure that there is proper follow up on outstanding due diligence documents.
• Issue & redemption: draft all corporate actions document in order to process theissue and redemption of shares.
• Prepare the following tasks to be reviewed/approved by the Associate Manager and/orManager:
• Payment process: prepare payment instructions and checklist; check bankbalance; send instruction to bank and ensure payment is effected; send emailconfirmation to Associate Manager and/or Manager.
• Prepare Application or renewal TRC through Directors meeting or writtenresolution of directors complete application form payment checklist and financerequisition form.
• For Issuance or transfer of shares prepare the required form for approval by theDirectors and FSC (where applicable). Prepare supporting document for filing withrequired authorities.
• For share pledge and/or release of pledge prepare correspondence and relevantstatutory form to ROC FSC and Registrar General then send to Principal forreview & sign off. Update register of Pledge/Charges.
• Upon confirmation from the Associate Manager prepare the letter and gathersupporting document to process a resignation/appointment of an MLRO/DMLROincluding seeking FSC approval and board approval;
• Application for trademark registration or BRN.
• Assist in the preparation of Annual Administrators Report assessment reports withregard to AML/CFT Code of Business Conduct National Code of CorporateGovernance Report Business Risk Assessments Client Risk Assessments orother required reports as may be put in place further to changes in regulations andfollow up on Directors approval.
• Carry out any AML-CFT function which is required under the Laws andRegulations of Mauritius.
• Dissolution / initiate liquidation procedures
• To update any internal compliance/risk tools available e.g. SERR
• Review of Invoices generated for the companies administered in respective portfolio
• Application for renewal of FPI/FVCI licence (India)
• RBI & SEBI reporting for FVCI licence holders
• To provide assistance to Associate Manager/Manager on any inspection received from theRegulator.
• Perform other Secretarial related routine tasks including but not limited to securingsignatures of relevant signatories on documents assisting the AssociateManager/Manager in special assignments & projects.
• Update the relevant systems (5Series) & reports where applicable.
• Update time sheets as required under the IQ EQs internal policies.
• Update planning information (BiLLy) and submit to Associate Manager / Manager.
• Flag client/service issues to Associate Manager / Manager before they become acomplaint.
• Ensure that all documentation/companys records are duly scanned and saved on the document management software (EazzyFiling) and maintain on the Clients File.
• Companys 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 atIQ-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 detail
• Collaboration
• Organisation
• Proactivity
• Relationship building

Taking ownership

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

Qualifications :

Education / professional qualifications

• Degree holder or partly qualified ICSA or ACCA

Background experience

• 0 2 years experience
• Experience in a similar role would be an advantage

Technical

• Experienced in basic corporate law

Computer / program knowledge

• Competent at the basic level of MS Office Word and Excel

Languages
Fluent in English and French

Additional Information :

OUR COMMITMENT TO YOU AND THE ENVIRONMENT

Sustainability is integral to our strategy and operations. Our sustainability depends on us building and maintaining long-term relationships with all our stakeholders including our employees clients and local communities while also reducing our impact on our natural environment.  

There is always more we can and should do to improve whether in relation to our people our clients our planet or our governance. Our ongoing success as a business depends on our sustainability and agility in a changing and challenging global landscape. Were committed to fostering an inclusive equitable and diverse culture for our people led by our Diversity Equity and Inclusion steering committee.

Our learning and development programmes and systems (including PowerU and MyCampus) enable us to invest in growing our employees careers while our hybrid working approach supports our employees in achieving balance and flexibility while remaining connected to their colleagues. We want to empower our 5800 employees - from 94 nationalities across 25 countries - to each achieve their potential.  Through IQ-EQ Launchpad we support women managers launching their first fund in an environment where only 15% of all private equity and venture capital firms are gender balanced.  

Were committed to growing relationships with our clients and supporting them in achieving their objectives. We understand that our clients sustainability and success leads to our sustainability and success. Were emotionally invested in our clients right from the beginning.  

Remote Work :

No

Employment Type :

Full-time