1) Job Purpose: Write the purpose for which the job exists (in 2-3 lines)
Ensure end-to-end compliance with the Companies Act, 2013 and SEBI (LODR) Regulations for the Holding Company and its Special Purpose Vehicles (SPVs). Facilitate timely and efficient conduct of Board and Committee meetings, while leading the secretarial team and coordinating effectively with internal and external stakeholders to uphold corporate goverce standards.
2) Dimensions:
Mention quantitative or qualitative parameters that are relevant for the job and provide a better understanding of the scope and scale of the job.
Business Workforce Number
Unit Workforce Number
Function Workforce Number
Department Workforce Number
Other Quantitative and Important Parameters for the job: Budgets/ Volumes/No. of Products/Geography/ Markets/ Customers or any other parameter
Business is spread in 25 SPVs, 11 states, 58 plants, and with more than 2 GW capacity .
3) Job Context & Major Challenges: Write the specific aspects of the job that provide a challenge (internal and external) to the jobholder in the context of the Business / Unit / Function / Department / Section (Max 3975 Characters) - Keeping abreast of frequent updates and amendments to the Companies Act, 2013, LODR Regulations , and related rules issued by the Ministry of Corporate Affairs and SEBI, to ensure the company remains fully compliant.
- Coordinating and ensuring the smooth and timely conduct of Board and Committee meetings involving senior Independent Directors, while maintaining proper goverce standards in line with Companies Act and LODR requirements .
- Ensuring comprehensive compliance with all statutory and regulatory requirements under the Companies Act and LODR, minimizing the risk of legal, regulatory, or reputational issues.
- Experience working with listed entities , ensuring full compliance with LODR Regulations, stock exchange requirements, and other regulatory obligations applicable to listed companies.
- Familiarity with debt-listed companies and a sound understanding of equity listing processes under LODR and SEBI guidelines; experience in equity listing (IPO) is considered an added advantage.
- Proven experience in mergers and acquisitions (M&A) , including due diligence, compliance under the Companies Act and LODR, and handling end-to-end documentation and regulatory filings.
4) Key Result Areas: Write the key results expected from the job and the supporting actions for each of these key result areas (For a majority of jobs typically there could be 4- 7 key result areas)- Maximum 10 KRAs can be updated
Key Result Areas (Max 1325 Characters)
Supporting Actions (Max 1325 Characters)
SECRETARIAL COMPLIANCES
- Perform the duties and responsibilities of a
Company Secretary
in accordance with the Companies Act, 2013 , ensuring adherence to all applicable legal and regulatory provisions.
- Review and validate Notices, Agendas, and Minutes for
Board, Shareholders , and Committee meetings
; manage preparation of Annual Reports , ensure timely e-filings , and maintain all statutory registers as mandated.
- Support
quarterly, half-yearly, and annual audits
by preparing and providing requisite documentation across all group companies.
- Oversee and manage all
legal and secretarial activities
for the group s companies, ensuring compliance and risk mitigation.
- Ensure
timely filing of e-Forms, Annual Returns, and other statutory documents
with regulatory authorities including the Registrar of Companies (ROC) and Reserve Bank of India (RBI) .
- Accurately
maintain statutory records and registers
, ensuring completeness and audit readiness at all times.
- Provide end-to-end support in the
incorporation and formation of new entities
, especially for the Renewables business , ensuring swift and compliant execution.
- Ensure
100% compliance
with all secretarial functions including amendments to MOA/AOA , induction and resignation of Directors , issuance and allotment of shares , RBI filings , and all MCA and RBI-related submissions .
BOARD/ SHAREHOLDER MEETING COMPLIANCES
- Prepare and circulate Notices, Agendas, and detailed
Board Notes
for all Board, Committee, and Shareholder meetings in a timely and compliant manner.
- Validate and review all physical documents and Board papers to ensure accuracy, completeness, and compliance with regulatory requirements.
- Coordinate with Directors to ensure their timely availability for meetings and provide them with all relevant information and materials well in advance.
- Conduct
Board Meetings for all SPVs
within one month of the end of each quarter, ensuring that meeting materials are circulated at least two days prior to the meeting, in line with best goverce practices.
- Ensure that
short-notice meetings
are kept to a minimum and are used only for urgent matters , in compliance with statutory provisions and good goverce standards.
SHARE CAPITAL AND RIGHTS ISSUE COMPLIANCES
- Ensure
timely issuance of rights offer letters
to eligible shareholders, in compliance with applicable timelines and disclosure requirements. - Ensure end-to-end compliance with the
Companies Act, 2013
and applicable rules for rights issues, share allotments, and increases in authorized share capital , including board/shareholder approvals, filings, and documentation.
ASSISTANCE TO BUSINESS DEVELOPMENT TEAM/LENDERS
- Support Business Development teams by preparing and coordinating documentation such as
e-registrations, Board Resolutions, Powers of Attorney, Net Worth Certificates, Bank Guarantees (BGs),
and BID submission documents .
- Ensure timely
submission of company documents
required for obtaining statutory approvals , including Industrial Entrepreneur Memorandum (IEM) filings for Solar and Renewable Energy projects .
- Draft and issue Board Resolutions and supporting documents for securing
loans, credit facilities, and other ficial arrangements
with lenders, ensuring alignment with internal and external compliance requirements.
EXTERNAL STAKEHOLDER MANAGEMENT
- Develop and maintain
good rapport
with directors, shareholder representatives, BSE, SEBI, RBI, ROC and other concerned officials.
INTERNAL STAKEHOLDER SUPPORT AND REPORTING
- Ensure
timely and accurate submission
of all required documents, reports, and compliance data to Holding Companies , supporting group-level reporting and goverce requirements.
- Provide
prompt and efficient support
to internal user departments within the Renewables business , ensuring timely availability of documents, data, and resolutions necessary for operational and strategic decision-making.
REGULATORY UPDATES AND FILING COMPLIANCE
- Monitor and disseminate updates on amendments, circulars, notifications, and return filing requirements issued by regulatory bodies such as the
Ministry of Corporate Affairs (MCA)
, Reserve Bank of India (RBI) , and other relevant authorities to all concerned teams.
- Coordinate with internal stakeholders to
ensure awareness and alignment
with the latest compliance requirements and timelines. - Ensure
timely collation, validation, and filing
of all related data and documents with appropriate regulatory authorities, avoiding delays or non-compliance
PROCESS IMPROVEMENT AND FUNCTIONAL EFFICIENCY
- Identify, propose, and implement i
nitiatives
aimed at improving the efficiency, accuracy, and overall effectiveness of the secretarial function through process automation, digital documentation, workflow optimization, or enhanced compliance tracking mechanisms.
5) Job Purpose of Direct Reports: Describe the job purpose of the direct report/s to the job (in 2-3 lines for each report) Each reportee is responsible for managing designated SPVs, preparing necessary documents, and ensuring complete compliance for their respective companies.
6) Relationships: Describe the nature and purpose of most important contacts or relationship (except superior/team members) with individuals, departments, organizations inside and outside of the organization, that job is required to interact with in order to deliver the job objectives Relationship Type (Max 80 Characters) Frequency Nature (Max 1325 Characters)
Internal
Co-ordination with business development
Coordination with land team
Need Based
Need Based
Provide necessary authority letters, Board resolutions, and Net Worth certificates to support project execution on an as-needed basis.
Provide Board resolutions required for land purchase and registration to support the land team as needed.
External
Grasim Industries Limited, Holding Company
Other Offtakers , Associate Company
Quarterly
Quarterly
Provide necessary compliance certificates quarterly to Grasim Industries Limited, the Holding Company, for their SEBI compliance requirements
Provide quarterly compliance certificates related to project status to other offtakers, the Associate Company.
7) Organizational Relationships: Provide the structure for a level above and below the position for which this job description is written. Use position titles in the structured and indicate all the reports of the position.
SIGN-OFF: Provide the name of the Manager and the jobholder. Signature needed for the hard copy of the JD. Hard copy to be maintained in the organizational record.
Job Holder
Reports to Manager
Name
Amit Dodani
Piyush Maheshwari
Signature (needed for the hard copy)
