Intermediate, Corporate Secretarial

**Job no**: 563734

**Work type**: Full time

**Location**: Auckland, New Zealand

**Categories**: Client Corporate Secretarial

**Office Location**: New Zealand

**About TMF Group**

TMF Group is a leading global provider of high-value business services to clients operating and investing globally. We focus on providing specialized and business-critical financial and administrative services that enable our clients to operate their corporate structures, finance vehicles and investment funds in different geographical locations. Our core services can help companies of all sizes with HR and payroll, accounting and tax, corporate secretarial, international corporate structuring, fund administration and structured finance - whether a company wants to globalize, or whether they need support to streamline existing operations.

With operations in more than 80 countries, TMF Group is the global expert that understands local needs. Global reach, local knowledge: helping to do business seamlessly across borders.

**JO**B PURPOSE**

To assist Manager in providing high quality Compliance including KYC compliance, new client onboarding, AML CFT requirements as well as Corporate Secretarial and Governance Services.

**KEY RESPONSIBILITIES**
- Manage onboarding new clients and continuing KYC and compliance issues
- Gather and review all the required documents (depending on AML or non-AML)
- Ensure the PIA tasks are completed on a timely basis
- Set up new client files (hard copy as well as e-files) as per TMF NZ Policies
- Ensure SEO mandate reviews and other requests for info are completed/ delivered on time.
- Request documents from clients, identify changes and drat CAFC, CAF
- Ensure Exit Sheet is completed on client exit.
- Compliance Under AML CFT Regulations
- Ensure to complete CDD and EDD as may be required for all new clients depending on the services being provided.
- Draft / Assist in the submission the Prescribed Transaction Reporting (PTR) as per AML Compliance on regular basis.
- Assist in updating required AML CFT reporting on half yearly and annual basis.
- Assist (source and compile information) in submission of AML CFT Annual Return. (Once a year)
- Ensure documents meet the AML CFT requirement and check for correct verification and certification as well as follow up with client to ensure that they comply with Law.
- Assist in filing STR (Suspicion Transaction Reporting) if any required.
- Assist in Independ AML CFT Audit Obligations. (Once in Two years)
- Assist AML Compliance Officer for other projects / tasks as may be required to ensure that TMF NZ is compliant under AML CFT regulations.
- Basic knowledge of the Privacy Act
- Assist in the following Corporate Secretarial Matters:

- Creating the mandatory statutory records / register and regularly updating with copies of resolutions, changes in directors, shareholders, annual returns, financial statements, including scanning, photocopying (as required)
- Drafting of various resolutions like AGM resolutions, Special resolutions and Directors Resolutions.
- Assist in drafting agenda for Board Meeting, drafting minutes of the meeting.
- Assist in filing Annual Returns with the NZ Companies Office.
- Assist with drafting various Companies Office Forms, for review by the Manager.
- Assist in new company incorporation.
- Assist in drafting various Limited Partnership forms, for review by the Manager
- Assisting in updating Tracker as well maintaining compliance calendar.
- Systematically file documents i.e maintain electronically and correctly naming the files on the server by following naming protocol.
- Assist in Billing / Invoices related matters.
- Assist with company deregistration.
- Complete exit client formalities.
- Assist in drafting Cosec Process, regular review and updating the same.
- Assistance with other special projects that may arise.
- Stay informed on regulatory developments and issue / changes that affect the business and ensure compliance at all times.
- Assisting in Managing Governance Process, reporting for client directorship Portfolio
- Support TMF NZ Managers in their resident directorship roles to ensure they have continuing visibility of client operations and status.
- Review client files and manage data and document requirements for clients on timely basis.
- Review and update Directors Governance Spreadsheet, like renewal of D&O Insurance.
- Admin and TMF NZ Internal Functions like assisting in updating BCP documents (twice a year), Health and Safety documents (as and when required).

**JOB SPECIFIC REQUIREMENTS**
- Provide clients with compliant and timely solution.
- Go beyond expectations.
- Use language and style of communication appropriately.
- The ability to execute tasks in the specific timeframe.
- Demonstrate the ability to organise tasks independently
- Experienced Commerce Graduate with two years’ experience with Governance exposure.
- A reasonable understanding of business practices.
- Preferably understanding of