Job Description

:Key Result Areas/AccountabilitiesKey Result Areas/AccountabilitiesSupporting ActionsCompliance with new Listing RegulationsAccountable for compliances for website disclosure, newspaper publication, quarterly compliances, corporate announcements, financial results filing, compliance with corporate governance under the equity listing regulations. New forms for corporate governance, shareholding pattern, investor grievance complaints which has to be filed quarterly within the timeline electronically in stock exchange website. Format for publication of quarterly result changed and electronically to be filed with exchanges. Newspaper publication format of quarterly results changed. To brief the accounts department about the same and publish the same in newspapers within 48 hours of declaration of quarterly result. Website disclosures have been made mandatory and the same to be complied with. Event based corporate announcement to be filed electronically with stock exchanges since exchanges have discontinued the practice of filing hard copiesCompliance with Companies Act, 2013 secretarial standards as Company Secretary of UtkalAs company Secretary of Utkal ensure the secretarial audit of Utkal and also the secretarial standards while conducting Board and General Meetings. Convening quarterly meetings, sending notices and agenda papers together with supporting at least seven days in advance, arrangement of meeting including directors travel and accommodation, payment of sitting fees, coordination for video conferencing if any , preparation of minutes and sending it to all directors within 15 days of commencement of the meeting. Signing the minutes in next Board meeting.Secretarial Work of Tubed Coal Mines Limited Annual Return of Hindalco and SubsidiariesAccountable for the secretarial work of Tubed Coal Mines Limited which includes conductingof board and general meetings, preparation of minutes, maintenance of statutory registers, conduct and assistance for statutory audit, ROC filings as per Companies Act 2013, Balance sheet and Annual return filing with Ministry of Corporate Affairs. Also to coordinate for the secretarial work of Mahan Coal Limited. Collecting all information required for filing of Annual Return Taking certificate from practicing CS for due compliance of all applicable laws which has to be then attached to the Annual Return. Filing Form MGT-7 with Ministry of Corporate Affairs within 60 days of date of Annual General MeetingCompliance with new insider trading regulationsAccountable for compliance with new insider trading regulations. Disclosure to be taken from the promoter and promoter group and directors within 30 days from regulation coming into effect. Preparing note on regular basis and educating all executives from various plants to refrain themselves from trading during the shut down period. Taking disclosures from director and promoter & promoter group within 7 days of becoming promoter/ director. Taking disclosures from connected person as per the new format prescribed by SEBI as soon as the cross the threshold limit of trading in shares of the company and intimate the same to the stock exchanges electronically in their formatCompliance with secretarial standard for general meetingAccountable for compliance with secretarial standard for general meeting within specified timelines. Checking all the requirements as per secretarial standards are met while preparing and dispatching of notice with the annual report. Arrangement of proxies of promoter and promoter group and directors and ensure their e-voting. Arrangement of attendance slips of all the directors who are present at the AGM venue and ensure that they have cast their vote. Coordination with the scrutiniser for their report after the remote e voting period concludes and also have their consolidated report after voting at the AGM venue. Dissemination of results after the same has been declared in the Company s website and at the registered office of the companySecretarial AuditCoordination with Secretarial auditor and meeting their requirements for audit. Arranging for supporting and back up papers required for the audit. Ensuring compliance of all applicable laws for carrying the secretarial audit smoothly. Coordination for secretarial auditor certificate so that the same is annexed to the Board Report.Resolving Investor Complaints and providing quarterly report to the stock exchanges and placing the report in ensuing Board meetingMonitoring and resolving all the investor complaints appearing in SCORES which is an online platform provided by SEBI. Ensuing that all complaints received from various regulatory bodies like ROC, NSE, BSE are duly attended and resolved within the specified timelimit. Preparing and sending quarterly investor grievance compliant report to the stock exchanges and placing the same for noting in the ensuing Board meeting. Coordination with SEBI executives and meeting them with all the supporting papers for resolving the complaints if the same are shown as pending in SCORES on the company side. Preparing and sending half yearly reporting to SEBI on investor grievance complaints as per the format specified by themCompliance with Companies(Cost Record and Audit Rules), 2014Classification of products and services according to Central Excise Tariff Act. Intimation to the controllers department for the proper classification. Arranging certificate of independence and eligibility from the cost auditors. Filing of Form CRA-2 with Ministry of Corporate Affairs online within 30 days of Board meeting in consultation with the Cost Auditors for Hindalco and Utkal. (v)Coordination with the cost auditors and controllers department for filing of Cost audit report within 180 days of financial year end. (vi)Filing of Form CRA-4 online with the Ministry of Corporate Affairs in consultation with the cost auditors for Hindalco and Utkal.E Voting for general meetingsEnsure that the remote e voting period is calculated in accordance with the secretarial standards and the same has been intimated to NSDL who are service providers for the same. Evoting involves two aspects one voting during the e voting period and second voting at the AGM venue. Drafting e mail communication and sending the same to NSDL along with annual report and notice to be dispatched to the shareholders electronically. Keeping record of all e mail bounce back cases as per the requirement of secretarial standards and ensuring hard copy of the annual report with notice is sent to them electronically. Ensure that all the promoter and promoter group have voted electronically during the evoting period. Coordination with NSDL and the internet service provider at the AGM venue to ensure that voting is carried smoothly at the AGM venue on the general meeting date. Coordination with scrutiniser and securing their consolidated report . Preparing and Sending the voting results to the stock exchanges as per their prescribed format

Aditya Birla Group