Assistant Board Secretary

    0
    65
    Closing on: Jun 24, 2024

    Job Title:                     Assistant Board Secretary

    Department:            Governance, Legal and Board Secretariat

    Reporting to:           Director: Governance, Legal and Board Secretariat

    Salary:                         R470 095.00 – R587 618.00 (TCTC) per annum.

    Paterson Level:        C4

    Advert Date:            11 June 2024

     

    Job purpose

     

    To provide administrative and governance support to the Director: Governance, Legal and Secretariat, and the Board of Trustees to enable the effective discharge of duties in carrying out the mandate of Brand SA. Develop and implement procedures to ensure effective:

     

    • Compilation and distribution of documents including minutes for meeting packs;
    • Filing, indexing and up-to-date maintenance of all Board documents on SharePoint;
    • Assist with general administration on Board activities and provide assistance in the organising of Board and Board Committee meetings, events and associated activities as instructed by the Director: Governance, Legal and Secretariat; and
    • Administration of Board member Claims and fees.

     

    Minimum Requirements

    • LLB/ BCom Law/CIS (NQF Level 7)
    • Board Secretarial courses (with regard to the legal, compliance, government/business environment) or corporate governance courses (an advantage)
    • 5 years secretarial experience at an executive level
    • Working with senior and influential thought leaders and decision makers (in a political / stakeholder environment – preferential)
    • Company / board secretarial exposure an advantage
    • Understanding of relevant government legislation (PFMA, Treasury Regulations and Companies Act)
    • Corporate Governance knowledge (Protocol on Corporate Governance in the Public Sector, King III, governance best practice)
    • Knowledge of the roles of key corporate leadership positions, e.g. Board Chair, CEO, EXCO

     

    Key Performance Areas:

     

    1. Provide administrative support to the Director: Governance, Legal and Secretariat.
    • Preparing for and organising meetings. This entails the logistics surrounding the venue, getting Board members to meetings on time, etc.; compiling, finalising and distributing the Board packs; filing, indexing, maintenance and retrieval of Board meeting documents on/from SharePoint; archiving of important legal documents; and all general administrative activities as instructed by the Director: Governance, Legal and Secretariat.

     

    • Take lead in the organising of Board and Board Committee meetings, and ensure that quorum exist for those meetings.

     

    1. Assist the Director: Governance, Legal and Secretariat in providing administrative services to the Board and Board Committees.
    • Preparing for and organising meetings. This entails drafting all Board and Board Committee meeting agendas, compiling and finalising information / document packs, organising the logistics for the meeting, corresponding and following-up with Board and Board Committee members on logistics (regarding attendance, needs, feedback, etc.).

     

    • Setup Board and Board Committee preparatory meetings. Chair the preparatory meetings and ensure that all EXCO members are aligned with the agenda and the matters arising.

     

    • Guide EXCO with Board and Committee meeting processes and procedures. This includes advising them on the report submission deadlines and timelines of the distribution of Board and Committee meeting packs so that they can prepare and submit their reports in accordance with the deadlines. Quality assure and edit Board and Committee meeting submissions from EXCO where applicable.

     

    • Record minutes and draft accurate minutes of the Board Committee meetings.
    • Accurately Draft Board and Committee meetings resolutions and matters arising, as well as to ensure that they are circulated and reported on by the respective Directors on a timeous basis
    • Ensure that minutes are signed by relevant authorities and minute books are updated.

     

    1. Assist in the logistics of registering the Trustees with the Master of the High Court.
    • Execute instructions (including errands) with regards to appointments, retirements, resignations and removal of Board Members.
    • Register Trustee Changes with the Master of the High Court, as instructed by the Director: Governance, Legal and Secretariat.

     

    1. Assist in proving required and requested information to the Presidency.
    • Co-ordinate training and Compile formal submissions of compliance related documents (plans, budgets, Board minutes, annual financial statements, etc.) as mandated by calendar schedules and on instruction by the Director: Governance, Legal and Secretariat.

     

    1. Develop an Annual Board Calendar.
    • Develop an Annual Board Calendar and ensure that meetings are held in accordance with the calendar.

     

    1. Assist the Director: Governance, Legal and Secretariat in establishing and implementing a Board Training and Development Programme.
    • Develop a Board Training and Development Programme and ensure that Board members are invited and attend the relevant training suitable to their training needs.

     

    1. Implement and manage the risk management process.
    • Assist the Director Governance, Legal and Secretariat with implementation and monitoring of the risk management process and plan that supports the Brand SA’s strategy.

     

    1. Compliance, Monitoring and Reporting (Including Risks).
    • Assist the Director: Governance, Legal and Secretariat, and Corporate Legal Manager with managing legal and contractual issues with partners and suppliers as instructed by the Director: Governance, Legal and Secretariat.
    • Follow up to ensure that suppliers deliver to SLAs.
    • Compile database of the relevant legislation.

     

    1. General Administration.
    • Up-to-date maintenance of Board, Board Committees, and other stakeholder Database and mailing lists.
    • Assist/execute and maintain a filing and document management system for the Board Secretarial function.
    • To assist with general administration and secretariat support on Board Secretariat activities.

     

    1. Board Emoluments.
    • Responsible for processing remuneration and travel cost of the board members.

     

    1. Budget.
    • Assist the Director: Governance, Legal and Secretariat with developing the annual budget and monitoring expenditure against the budget for the Board Secretariat.

     

    Required Skills, Competencies and Attributes:

    • Advanced MS Office (Word, Excel, PowerPoint, Internet search, Email, Contacts Databases); and SharePoint document management.
    • Efficient organising and planning skills
    • Financial literacy
    • Excellent time management
    • Competent ability in knowledge management
    • Excellent problem-solving skills
    • Excellent verbal and written communication
    • Corporate Governance application
    • Protocol / Diplomacy etiquette
    • Minute taking
    • Filing
    • Multi-tasking – balancing varied needs and requests and managing the workflow.
    • Attention to detail / Accuracy
    • Service oriented
    • Ability to use judgement /discernment
    • Organisational awareness
    • Organised and Professional
    • Knowledge of government structures and hierarchies – Ministers, DGs, etc
    • General knowledge of broader political, economic and social environment

     

     

    Brand South Africa is committed to ensuring and maintaining workplace diversity and the attainment of employment equity, having due regard to qualifications and appropriate experience. Brand South Africa encourages applications from African Males and Females, Indian Males and Females , Colored Males and Females, White Males and Females as well as people with disabilities.

     

    Please note that certified copies of qualifications will be requested from the shortlisted candidates ONLY.

     

    The processing of your personal information by Brand South Africa will be done in accordance with the POPI Act 4 of 2013. Correspondence will only be limited to shortlisted candidates. Brand South Africa reserves the right not to make an appointment.

     

    To apply for this position, submit a comprehensive CV to: brandsavacancies@tianaconsulting.co.za

     

    Please quote the position title and reference number in the subject line.

    The closing date for applications is 24 June 2024.

     

    For enquiries please contact: Mr Nicholus Maphakela – 011 483 0122

    *Should you not hear from us within three months from the closing date please consider your application unsuccessful

     

     

    Job Category: Governance
    Job Type: Full Time
    Job Location: Brand South Africa Head Office