Job Description

PURPOSE OF THE JOB:

To support the Company Secretary in delivering effective and efficient corporate secretarial and governance services to the Board.

MINIMUM QUALIFICATIONS:

• Matric (Grade 12 Senior Certificate)
• Bachelors degree in Law, Business Management or Public Administration or equivalent NQF 7 qualification
• Certificate in corporate governance or Chartered Secretary will be an added advantage

ESSENTIAL EXPERIENCE:

• 3 years experience in an Assistant or Company Secretariat role and rendering administrative support to the Board
• Experience in environment is advantageous
• Drivers License desirable

KNOWLEDGE:

• Understanding of legislative and regulatory framework such as PFMA, Treasury regulations and Companies Act
• Understanding of Corporate Governance framework such as King III and IV

KEY RESPONSIBILITIES:

COMPANY SECRETARIAT SUPPORT:

• Coordinate that Board and Committee meetings quorate all times
• Develop and monitor the attendance matrix for the Board and the Committees
• Develop an annual calendar for the Board and Committees
• Prepare draft quarterly agenda for Board, and Committee meetings and submit to the Company Secretary
• Assist the Company Secretary with ensuring that meeting pack are timely dispatched to the Board and Committee members
• Timely prepare draft allocated minutes and action lists and submit to the Company Secretary for review
• Prepare meeting reports of the allocated committees on behalf of the Chairperson
• Coordinate that all the documentation presented by Management for approval are signed by the Chairperson

ADHERENCE TO LEGISLATIVE AND REGULATORY REQUIREMENTS BY THE ENTITY:

• Liaise with the Board Chairpersons office to ensure that the Board Charter and Terms of Reference of Various approved by the Board are signed
• Effective maintenance of Board and Committee records, including historical ones pertaining to the Boards decisions in accordance with the legislative requirements
• ssist the Company Secretary to ensure sound administrative and governance services provided to the Board and Committees
• Assist the Company Secretary in ensuring that the Board Charter and Terms of Reference of various Committees are periodically reviewed and approved by the Board
• Assist the Company secretary in ensuring the department has a clean audit by ensuring that documents are ready for audit
• Maintain historical records pertaining to the Boards decisions in accordance with the legislative and Audit requirements

COORDINATION OF CAPACITY DEVELOPMENT AND INDUCTION OF THE MEMBERS OF THE BOARD AND COMMITTEES:

• Assist the Company Secretary in preparing Board and Committees Members Induction pack
• Arrange Logistics for the Board and Committees members attending the Induction
• Coordinate Board and Committee members training dates and logistics, following up with the members, and ensuring that the dates are communicated with chosen training provider
• Assist the Company secretary to procure training for Board/Committees as and when required
• Assist the Company secretary to maintain ongoing communication with the Board and Committees Chairpersons and CEO to keep them abreast of ongoing developments within the sector
• Assist the Company Secretary in writing draft submissions on administrative matters

ADMINISTRATIVE SUPPORT:

• Assisting with initiating the process to procure the AGM venue with the SCM if necessary
• Assist the Company Secretary in liaising with the relevant departments
• Prepare Board and Committee claims, and subsistence claims effectively, submitting to the Finance unit for processing
• Assist the Company Secretary to coordinate ongoing training and development of the Board members
• Liaise with the Finance/SCM department s to ensure that training that is arranged for the members does take place as planned
• Maintain that logistical and administrative functions such as travel e.g. flight, car hire shuttle, and accommodation are effectively coordinated
• Co-ordinate the Board Annual Strategic Planning Session logistical arrangements
• Assist the Company Secretary in capturing the Committees appointment cross list as and when required

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