Secretariat Administrator (12-Month Contract) - Johannesburg

Introduction

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

Duties & Responsibilities

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

Desired Experience & Qualification

Minimum Requirements and Experience

• B.Admin. Degree

• 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:

• PFMA, Companies Act, King III

• Knowledge of Protocol on corporate governance in the public sector

Package & Remuneration

Salary: Market related