Secretariat Administrator (12-Month Contract) – Johannesburg

Secretariat Administrator (12-Month Contract) – Johannesburg

Salary: Market related

Purpose of the role:

Aligned with the job description, The Administrator: Secretariat will provide comprehensive

administrative and secretariat support to the Executive Committee (EXCO) and its Committees to ensure the effective functioning of governance, decision-making and reporting processes

Minimum Requirements and Experience:

·         B.Admin. Degree

o   Chartered Institute of Secretaries (CIS) qualification would be advantageous

·         Experience within ICT sector will be an added advantage.

·         At least three (3) years secretariat experience in a similar role.

·         Experience in a similar industry/sector is an added advantage.

·         Computer literacy – MS Office Suite –advanced level

·         Knowledge of Legislation:

o   PFMA, Companies Act, King III

·         Knowledge of Protocol on corporate governance in the public sector

Key Performance Areas:

Meeting Administration and Coordination

·         Coordinate the scheduling and logistics of EXCO and Committee meetings.

·         Prepare annual meeting calendars and maintain meeting schedules.

·         Compile, quality assure and distribute agendas, meeting packs and supporting documentation within agreed timelines.

Coordinate attendance, apologies and quorum requirements for meetings. Secretariat Support

·         Attend EXCO and Committee meetings and provide secretariat support.

·         Record proceedings and prepare accurate minutes of meetings.

·         Capture resolutions and decisions arising from meetings.

·         Maintain a resolutions register and monitor progress on action items.

Document and Records Management

·         Maintain an electronic and physical repository of EXCO and Committee records.

·         Ensure the safekeeping and confidentiality of governance documentation.

·         Manage filing, retrieval and archiving of meeting records in accordance with organisational policies.

Reporting and Follow-Up:

·         Track the implementation of EXCO and Committee resolutions and decisions.

·         Follow up with responsible business units on outstanding action items.

·         Prepare status reports and dashboards on the implementation of resolutions.

·         Assist with the consolidation of reports required by EXCO and its Committees.

Stakeholder Coordination:

·         Liaise with Executive Management, Committee Members and relevant stakeholders regarding meeting requirements and submissions.

·         Coordinate the submission of reports and supporting documentation from business units.

·         Facilitate communication between Committees and management on governance matters.

Governance and Compliance Support:

·         Ensure adherence to approved governance processes, policies and procedures.

·         Support the maintenance of governance registers and tracking mechanisms.

·         Assist in monitoring compliance with EXCO and Committee reporting requirements.

NB: Should you not be contacted within 2 weeks of your application, please consider it as unsuccessful