- Responsible to: Board & CEO
- Part time Duration
- Hours: 1 day per fortnight
- Location: Melbourne, VIC
Fairtrade Australia and New Zealand (ANZ) is a dynamic and enterprising development organisation with a vision in which all farmers and workers have reliable and sustainable incomes so they have the freedom to decide their own futures. We are best known as the independent, not-for-profit body behind the Fairtrade Mark, the most trusted ethical label in the world.
Fairtrade ANZ is governed by a Board of Directors and is a member of Fairtrade International, a global network that has worked for over thirty years at putting producers first. Social justice and respect for the dignity of every person are at the core of Fairtrade's approach. That starts with paying fair prices and pushing for decent livelihoods for all farmers and workers and then working to ensure that supply chains are sustainable and transparent.
The global Fairtrade network includes farmer and worker cooperatives in Africa, Asia-Pacific and Latin America/Caribbean. They are co-owners of the global system, the system that supports companies to act faster, farmers and workers to benefit more, and consumers to connect directly to producers.
Fairtrade ANZ has, in 2021, embarked an ambitious new five-year strategy to empower consumers and businesses to choose fair.
Be part of a small team taking on a bigger role – where your curiosity and your energy is comprehended. Working with a very ambitious set of voluntary Board of Directors and fast-paced CEO, where voices are heard and ideas are tested, and new things are created in optimistic and efficient ways. Where your expertise and excellence are seen and valued.
The role has a dual reporting responsibility.
Reporting to the Board, the Company Secretary will be accountable for providing advice and guidance to the Board and Chief Executive Officer on Directors’ statutory duties and responsibilities in accordance with the Corporations Act 2001. For Board matters, the Company Secretary will be directed by and report directly to the Chair of the Board.
Reporting to the CEO, the Company Secretary will be responsible for assisting with a range of tasks involving company’s compliance aspects, policy writing/reviewing, and management of the Company’s donor bodies stipulations (i.e. grant applications, milestone reporting, grant completion reporting).
Key Tasks and Responsibilities
Perform the duties and responsibilities of Company Secretary as required by the Corporations Act, the Fairtrade ANZ Constitution and any other relevant legislation or regulation, including:
- Overseeing the Company’s compliance program and Fairtrade ANZ complies with its statutory obligations under relevant laws and regulations in Australia, New Zealand and the Pacific
- Carry out other duties related to the corporate administration of the Company ensuring all requirements of the ACNC, ASIC, the ATO and any other regulatory bodies (including the ACCC and the NZ Commerce Commission) are fully met
- Coordinate compliance activities required by Fairtrade ANZ's membership to ACFID, CID and UNGC
- Preparing Fairtrade International Code of Conduct compliance assessments
- Providing counsel on corporate governance principles and Director liability
- Supporting with the monitoring and preparation of annual accountability reports to meet requirements of Grant providers and Donor Income sources
- Maintaining, updating and ensuring that all directors have an up-to-date copy of the Board Charter and associated governance documentation
- Notifying the Directors in writing in advance of a meeting of the Board or convening a meeting of the Board on the request of a Director
- Ensuring that the agenda and complete set of Board papers are prepared and forwarded to Directors prior to the Board meeting
- Recording, maintaining and distributing the minutes of all Board and Board Committee meetings as required
- Initiating and direct actioning to give practical effect to Board decisions
- Preparing for and attending all annual and extraordinary general meetings of the Company
- Recording, maintaining and distributing the minutes of all general meetings of the Company
- Maintaining the register of members, and give written notice of acceptance for membership and receiving written notices of resignation for membership
- Giving notices to members and Board decisions to discipline or expel a member
- Preparing, maintaining and updating operational and Board policies
- Reviewing and providing advice on proposed MoUs, contracts and service agreements
- Maintaining and updating the complete list of the Delegations of Authority, Board profiles, contacts etc.
- Any other services the Chair or Board or CEO may require
This role will suit an experienced company secretary with strong influencing and advisory skills, who can proactively manage workload and deadlines, who is self-motivated, resourceful, professional, a strong team player, engaging and takes a proactive approach to continuous improvement and process efficiency. Ideally, you will have:
- A law/business/commerce degree
- Graduate Diploma in Applied Corporate Governance or a similar tertiary qualification in Corporate Governance and Risk Management and Member of the Governance Institute of Australia are beneficial
- At least 2 years practical experience with corporate secretarial duties and ASIC compliance
- Excellent customer/client service skills, preferably with experience working in a public benevolent institution
- Experience with writing / reviewing policies and executing board governance
- Outstanding verbal and written communication skills
- The ability to work both autonomously and as a member of a team
- Excellent attention to detail
- Excellent organisational skills with the ability to prioritise work and meet deadlines