QUALIFICATION & EXPERIENCE
MCE/ SPM/ Certificate/ Diploma in Law or equivalent and 5 years relevant experience in administrative and company secretarial support.
KEY ACCOUNTABILITIES
- Provision of Secretarial Services to PETRONAS and PETRONAS Group of Companies (Board Meeting Management (on-site/off-site))
Assist to implement the provision of board secretariat which include the provision of the corporate by preparing the draft annual Board/General Meeting Planner for all companies, monitors the collation of Board Papers (BPs) submitted by the BUs/divisions, prepare and circulate correspondences pertaining to the Board/General meetings of the companies in accordance with the provision of the Company's Constitution (eg. booking meeting dates/time with the Director's office, issuance of notice of meeting, draft Agenda, etc.) as well as coordinating and arranging all matters relating to convening the meetings of the respective Boards (e.g. attendance of presenters, refreshments, seating arrangements, etc) to ensure smooth running of the meetings, thus contributing to the department's overall objectives in providing quality services to the clients as well as safeguarding PETRONAS interest and reputation.
- Provision of Secretarial Services to PETRONAS and PETRONAS Group of Companies (Circular Resolutions(CR)/Extract Minutes/Confirmed Minutes)
Assist to implement the provision of company secretarial services by transferring the finalised and approved minutes of the Board meetings in the shared system/server and ensure proper filing and scanning of all Minutes, Board Papers, Written Resolutions (WRs) and other statutory documents relating to the companies, monitors and ensures all issuances of Written Resolutions are properly recorded, distributed and collected within the time frame (depending on the urgency of the matter) including ensuring the whereabouts of the documents, documents are not lost or damaged and keeping the superiors updated on the status of the WR, as well as preparing certification of statutory documents and other related documents for the respective Boards of the companies within his/her portfolio for the respective Company Secretaries or Board member's signature in order to enhance and maintain good governance and best practices.
- Compliance Services
Assist to implement the compliance services by monitoring of outstanding queries and statutory submissions to the regulators e.g. SSM, and update the respective officers in charge of the companies, assisting the superiors to monitor the statutory lodgement with the regulators, attending to the clients for information of the Companies or external auditors for statutory audit exercise (i.e. assist to access information from the system, if necessary/applicable), tracking and monitoring the statutory documents such as Register Books, the Company's seal, share certificates, etc. well maintained and in compliance with the relevant laws and regulations as well as provide assistance to the superiors and company secretaries on relevant information required for the directors report for the purpose of preparations of audited financial statement and/or filing of Annual Returns so as to safeguard the interest and reputation of PETRONAS as well as to enhance good governance and best secretarial practices.
- Business Initiatives & Knowledge Management
Provide assistance in maintaining records management/filing system for PETRONAS Board/Board Committees/ELT and its subsidiary companies, ensure record charges and expenses or advise /invoices incurred for services rendered to PETRONAS Group of companies within his/her portfolio are well administered, as well as any other ad-hoc jobs/functions as required by Superiors are in line with PETRONAS policies and procedures by providing effective and efficient administration and ensuring easy retrieval for records for future reference and smooth running of Department/Section day-to-day operation in compliance with legal/statutory requirements and governance best practices that help safeguard PETRONAS interest as well as to enhance good governance and best secretarial practices.
- General Administrative Support
Prepare and track department's budget by monitoring and preparing budget utilization & variance of office assets and consumables (i.e. stationeries, refreshments, caterings, subscription services, IT equipment, etc.), liaising with vendors and relevant internal stakeholders (PRC, Group Tax, Kopetro, etc.) and processing the payment within stipulated time in accordance to PETRONAS policies and procedures to uphold PETRONAS's image and reputation as a good pay master.
GENERIC ACCOUNTABILITIES
- Networking and Relationship Building
Foster and sustain effective working relationships and rapport within the BU/OPUs/Divisions within the PETRONAS Group as well as shareholders/stakeholders in order to keep abreast with latest development to capture new business opportunities.
- Good Governance (Applicable to Job Grade D2 and Above)
Enforce the implementation of applicable PETRONAS procedures and guidelines and affect the compliance to statutory and legislative requirements to ensure conformance to the established Limits of Authority (LOA) to safeguard PETRONAS interest, image and reputation.
- Codes of Conduct & Business Ethics (CoBE) and HSE Policies
Communicate, interpret and champion the execution of the objectives and provisions of the Health, Safety and Environment (HSE) policies and Codes of Conduct & Business Ethics (COBE) and undertake appropriate mitigation and/or intervention programmes to safeguard business operations, high staff discipline and industrial harmony.
- Leadership and Capability Development
Drive the development of competent working team that will enhance and sustain staff capabilities in achieving high performance delivery to ensure internalization of the right leadership and capabilities in executing their jobs.
- Mindset, Behavior and Culture
Develop and implement distinctive mindset, behavior and culture to achieve high work performance by adoption and implementation of value interventions, tools and methodologies to promote and instill high sense of commitment, ownership, integrity and loyalty that will contribute to operational excellence.
