Assistant Company Secretary & Finance

BASIC FUNCTION:

This position is to support the Accounting Supervisor to provide governance of financial reporting and internal controls for the legal entity Basell Polyolefins India Private Ltd “BPIPL”.  This position also plays a key role ensuring secretarial and legal compliance for the legal entities in AFMEI region (viz. India, Saudi, Egypt, UAE)  along with banking / Treasury support.

RESPONSIBILITIES AND ACCOUNTABILITIES

Accounting and Reporting

•    Support Finance Manager to ensure proper disclosures and governance related to financial statements and audits.
•    Assist in drafting desk procedure, policies, etc. 
•    Create purchase requisition & service entry sheet, track invoices, monitor accrual, etc.  for finance related vendors in SAP.

Global Intercompany Recharge

•    Accurately calculate global intercompany recharge based on the service agreements which are in place.
•    Prepare monthly invoice for intercompany recharge to various entities and complete postings in SAP.
•    Ensure all supporting documents are available in SAP.

Secretarial & FEMA 

•    Managing secretarial compliances including coordinating with the relevant internal stake holders and service providers for statutory meetings, maintenance of statutory records, statutory fillings etc.; 
•    Ensure Board/AGM meetings are conducted as per Companies Act 
•    Ensure timely filing of returns/ financials and forms with ROC and RBI 
•    Implement decisions of the Board as per law 
•    Ensuring compliance with secretarial standards 
•    Ensure other compliances related to issue of shares, debentures, ECB, dividend, alteration of MA/AA, statutory registers, appointment, reappointment, resignation of directors, directors remuneration, etc. 
•    Ensure compliance related to Dematerialization of shares
•    Ensure compliance with CSR requirements and Secretarial audit 
•    Ensure DSC/management KYC/DIN are valid and renewed timely 
•    Ensure compliance with FEMA regulations e.g. FLA, FCGPR, Employee Stock Option filing, etc. 
•    Co-ordinate compliance related to Gratuity and Superannuation trust deed with LIC, HR, etc. 
•    Provide support for merger, acquisition, legal entity restructuring, etc. 
•    Visit to ROC/RBI offices as need be Monitor the India legal environment and providing constant updates to the leadership team on relevant legal / regulatory changes. 

Legal 

•    Maintaining legal contract database for tracking documents/contracts 
•    Management of litigation initiated by and against the company and liaising with internal/external counsel for the same;  
•    Ensure that all the contract renewals wherever required are initiated and processed well in advance with due consideration with internal compliance policies including compliance with non-govt. representative policy (NGR)
•    Review agreements, bonds, undertaking, PoA, etc.  and provide finance comments

Banking & other regulatory 

•    Managing banking activities including reviewing/preparing/coordinating KYC, changes in signatories LC documents, bank guarantees, export documentation with bank including GR waiver, and liaising with the bank for other activities. 
•    Ensure timely EBRC generation.
•    Ensure timely renewal of insurance policies and liaising with external insurance broking firm. 
•    Ensure that the company always has an insurance cover 
•    Support for a smooth claim process if any 
•    Ensure that all the MSME related compliances including timely payment and necessary reporting requirements compiled with. 
•    Ensure that the compliance tracker is up-to-date.

Projects/Others:

•    Perform other ad hoc tasks, projects as assigned, act as back up for other finance team members

PERSON SPECIFICATION:

Education:
•    Bachelor’s degree or above in Accounting, Law, Commerce or Finance related discipline  

Work Experience: 
•    7 years in Finance, Tax  and Company Secretarial department

Licenses & Certifications:
•    Company Secretary (Member of the ICSI) / Minimum Inter Company Secretary / Inter Chartered Accountant 

Skills:
•    Sound knowledge of Secretarial, FEMA regulations and Compliance 
•    Understanding of laws in general, with knowledge of accounting 
•    Strong communication skills with the ability to organize, correctly prioritize and deliver multiple ventures under provided time frames 
•    Establishes and maintains relationships with key leaders in applicable customer areas. 
•    Acts proactively to ensure that the entity is fully compliant. 
•    Understanding of laws in general, with knowledge of accounting and SAP/ERP