Board Secretariat Associate

Job Purpose: To provide board secretariat associate services to the Bapco Energies Group Board Secretary and other Board Secretaries across the Group, assisting them in fulfilling governance responsibilities. The role ensures effective coordination of Board and Committee meetings, shareholder engagement, governance compliance, and information flow between Boards and Executive Management.

Key Responsibilities:

Meetings and Shareholder Management

• Develop and coordinate agendas for Board and Committee meetings, notify members in advance, distribute materials, and prepare accurate minutes.

  
  

• Liaise with Chairpersons (or their delegates) for agenda approvals and meeting coordination.

  
  

• Act as the primary administrative point of contact between Boards and Executive Management, ensuring smooth communication.

  
  

• Gather and organize relevant information to support effective Board and Committee decision-making.

  
  

• Provide administrative assistance to independent and executive directors, including arranging additional information when required.

  
  

• Organize and manage Board and Committee meetings, acting as Board Secretary and maintaining official records and documentation.

  
  

• Develop annual Board calendars and work plans to ensure comprehensive coverage of all governance matters.

  
  

• Coordinate logistics for Board and Committee meetings across all Group Companies.

  
  

• Assist in pre-registration of shareholder meeting dates, prepare notices, manuals, and minutes in compliance with legal requirements.

  
  

• Manage all logistics for Shareholder meetings (General Assembly and Extraordinary General Meetings) in collaboration with Chairpersons.

  
  

Training and Evaluation

• Create and maintain a comprehensive Board Induction Handbook for each Group Company.

  
  

• Organize induction programs for new Board members, ensuring distribution of all relevant information.

  
  

• Arrange educational training sessions for Board and Committee members, including induction and ongoing development programs.

  
  

• Assist Chairpersons or Reporting Line Leads in conducting annual evaluations of Boards, Committees, and individual members, including facilitating third-party performance verification when required.

  
  

Board Governance

• Recommend and implement governance frameworks, policies, and processes for Boards and Committees across Group Companies, ensuring proper documentation and communication.

  
  

• Ensure Boards and Committees have approved Charters and Terms of Reference in place.

  
  

• Maintain and update governance records, including constitutional documents, commercial law references, and governance rules.

  
  

• Review governance procedures upon Board request and provide direct advice on improvements.

  
  

• Support Chairpersons with succession planning for Boards and Committees.

  
  

• Assist Boards and individual members with governance-related advice (excluding legal matters handled by Group General Counsel).

  
  

• Ensure Directors and Officers insurance coverage is in place where applicable.

  
  

• Communicate ongoing governance issues with Boards, Chairpersons, and stakeholders.

  
  

• Develop and oversee subsidiary governance policies for Group Companies.

  
  

• Facilitate meetings for independent directors with relevant executives (e.g., CFO, Internal Audit) to ensure governance best practices.

  
  

• Perform duties assigned by the Board or Group Board Secretary in line with the Corporate Governance Code.

  
  

Information Management

• Manage the flow of information between Boards, Committees, Executive Teams, and Shareholders for each Group Company, ensuring accuracy and confidentiality.

  
  

• Distribute Board packs, record minutes, and maintain official records of meetings and decisions.

  
  

• Arrange, track, and follow up on actions and resolutions from Board, Committee, and Shareholder meetings, updating action logs regularly.

  
  

• Coordinate attendance, document circulation, and submissions for Board members in collaboration with designated executives.

  
  

• Ensure Board members have access to Committee minutes and include them in meeting papers.

  
  

• Review and approve the release of information regarding Board resolutions to ensure accuracy.

  
  

• File all required Board and Shareholder reports with relevant authorities and regulators in compliance with legal requirements.

  
  

• Monitor confidentiality levels and provide necessary information to Directors for effective communication with Executive Teams.

  
  

Qualifications & Experience

• Bachelor’s degree in Law or a related field.

  
  

• 1–4 years of experience in legal, board secretariat, or governance roles.

  
  

• In-depth knowledge of board governance frameworks and regulatory requirements.

  
  

• Strong leadership capability.

  
  

• Excellent organizational and communication skills.

  
  

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

  
  

• Ability to handle confidential information with discretion.