BOARD SECRETARY – The Hot Bread Kitchen

Vacancy

JOB DESCRIPTION & SKILLS/QUALIFICATIONS REQUIRED
We have served Fiji for over 40 years with pleasure, bringing you freshly baked, preservative-free bread at a reasonable cost to the comfort of your homes.

An exciting employment opportunity has arisen for the position of Board Secretary to be based at our Head Office in Wailada, Lami. Candidates who wish to join our Hot Bread Kitchen family will adhere to the Vision, Mission, and Values of the company as well as our respected brand.

The goal is to ensure all support activities are carried on efficiently and effectively to allow the operations of other units to function well.

BOARD SECRETARY

We seek a qualified and experienced professional to take on the role of Board Secretary for the Samisoni Enterprises Pte Ltd and Corporate Management Services Pte Ltd T/A The Hot Bread
Kitchen. She/he will report to the Chairman of the Board and indirectly to the Group Managing Director.

KEY RESPONSIBILITIES INCLUDE:

• Skilled in the interpretation of commercial documents.
• Sound knowledge on legal compliance.
• Excellent communication skills, both oral and written, and confidence to render guidance to other ‘internal customers’ within the company.
• Ability to prepare points for various matters.
• Coordinate with the Chair of the Board, Group Managing Director and HBK’s in-house Legal team on statutory and regulatory compliance issues.
• Assess specific incidents and/or trends to effectively manage resources of the Board Secretary’s office and recommend changes in practice and procedures to improve
efficiency and efficacy.
• Manage through coordination with the office of the Group Chair, Board Chair, Group Managing Director and Chairs of the various Board Sub-Committees to assure the Companies meet specifically assigned ongoing and annual operational and financial objectives.
• Representational duties also include contacts with Government officials, business, judicial and special interest groups requiring significant interpersonal communication skills when issues are conflicted and maintaining the Companies’ positive public image is critical.
• Must attend and take Minutes for Board Meetings, Board Sub-Committee Meetings and Shareholder Meetings (including annual general meetings and any extraordinary or special general meetings) in the role of Company Secretary.
• Monitor the Companies’ overall compliance in terms of adhering to policies, procedures, regulations and allencompassing laws.
• Collaborate with departments to communicate key action items for compliance as required by the Board and monitor the progress of each respective SBU’s progress actions, reporting the same to the Board.
• Independently review and evaluate for compliance issues or concerns within the organization, to ensure these are appropriately evaluated, investigated and resolved.
• Monitor, and as necessary, coordinate with Group Managing Director on departments to remain abreast of compliance activities and to identify trends.
• Monitor the provision of reports and corporate documents as required by the Board of Directors and ensure that key deadlines are communicated and met by Management and the Companies.

KNOWLEDGE, EXPERIENCE, SKILLS AND ABILITIES:

• Proven experience as a Board Secretary and attention to detail in management of all Board activities and record keeping is a plus
• Knowledge and experience of legal and regulatory compliance issues
• Ability to manage and coordinate various Boards to meet operational and financial objectives of the companies
• Excellent planning, organizational, communication, interpersonal, and customer service skills
• Good business acumen to understand trends and manage the Board Secretary office effectively and efficiently
• Knowledge of data analysis and report writing
• Ability to understand and follow Company policies and procedures
• Experience and skill in attending to all matters related to Board meetings from taking Minutes to other administrative duties
• Strong team building ability and managerial skills
• Good interpersonal and listening skills with persuasive power to motivate people
• Ability to collaborate with departments
• Flexibility with changing circumstances as per the demands of the Board

REQUIREMENTS:

• Minimum of bachelor’s degree in a relevant field eg Business Administration
• The person must be in excellent health, a self-starter, intelligent, confident, entrepreneurial, sociable and friendly
• Minimum 5 years’ experience
• Driving License class 2 would be an advantage
• Knowledge of relevant laws and Regulations that affect the company.