Committee Secretary Intermediate Level

SUMMARY:
Reporting to the Company Secretary, the focus of this role is to assist the Company secretary

POSITION INFO:

• with the provision of corporate governance services and company secretarial support

KEY RESPONSIBILITIES

• Provision of corporate governance services to the Boards and Committees of the The company  and its
• Subsidiary Companies
• Provision of company secretarial services to the Boards and Committees of the The company  and its
• Subsidiary Companies
• Preservation of institutional memory and records management
• Build and maintain stakeholder relations

ACADEMIC QUALIFICATIONS

• LLB, B.Admin (Law), B.Comm (Law), BA (Law) or equivalent qualification.
• LLB Advantage: Higher Diploma in Company Law or Masters in Company Law

RELEVANT EXPERIENCE

• At least 4 to 6 years’ experience in company secretarial environment with at least 4 years’ experience as a Assistant Company Secretary or Committee Secretary in the public sector environment.

SOFT SKILLS

• Build strategic working Relationships
• Administrative
• Interpersonal
• Management
• Negotiating
• Reporting 
• Vetting
• Facilitate change

BEHAVIOURAL ATTRIBUTES

• Attention to Detail
• Assertiveness
• Confidentiality
• Assertiveness

COMPETENCIES

• Confidentiality
• Independent
• Building trust
• Judgement
• Work under pressure
• Tact
• Diversity Management
• Emotional Intelligence

MAIN OUTPUTS/ KPA’S

• Assist with the preparation of board skills matrices.
• Assist with the induction and orientation of directors.
• Assist with the provision of legal and corporate governance counsel to the
• Board, Board Committees, individual directors and individual executives.
• Ensuring that governance instruments are regularly updated.
• Ensuring that board members and executives are regularly updated of
• developments in legislation, regulation and corporate governance practice
• applicable to the The company  and its Subsidiary Companies.
• Assisting with the management of legal and administrative proceedings on
• behalf of the board of directors and board committees.
• Developing and supervising the implementation an annual non-executive
• director training and development programme.
• Managing all individual and collective board and board committee evaluations.
• Assisting with ensuring compliance with all law, regulation and best practice
• applicable to The company  and its subsidiaries.

Detailed Description (INPUT)

• Ensuring that appropriate arrangements have been made for all Board, Board Committee and EXCO meetings and workshops
• Ensuring that Board, Board Committee and Executive Committee engagements are properly managed including providing procedural
• guidance and support to members of the Board, Board Committee and EXCO during the course of proceedings
• Taking, writing-up and maintaining minutes of Board, Board Committee and EXCO.
• Keeping a register of Board, Board Committee and EXCO resolutions as prescribed and assisting in ensuring that the resolutions, instructions and wishes of the board and board committees are executed.
• Attending to all director, prescribed officer and invitee disclosure requirements.
• Ensuring that the annual JSE compliance letter is filed if required.
• Drafting and distributing SENS announcements as required.
• Liaising with internal and external stakeholders as delegated by the company secretary.
• Submission of statutory returns to the CIPC
• Preparing an annual business plan and budget for the areas own area of responsibility.
• Assisting with drafting the relevant parts of the corporate plan, corporate scorecard, shareholder compact, integrated annual report, quarterly reports and such other returns, reports and memoranda as may be required by the Board, Board Committees, the Executive Committee, individual directors and executives, and regulatory authorities
• Managing service providers within own area of responsibility
• Ensure the effective management of risk within area of responsibility
• Ensuring that institutional memory is preserved and that knowledge which has been accumulated is accessible and shared.
• Ensuring that all information and records which are a responsibility of the Office of the Company Secretary are managed in terms of all applicable legislation, regulation, frameworks, policies, systems, plans, best practice and the Company Secretary Records Management Standard Operating Procedures.

• Maintain minute books and other statutory documents in accordance with legislative requirements and best practice
• Influence the design and implementation of the necessary information architecture to manage information in the Secretariat Unit, the The company  Intranet and Website
• Control access to information from internal and external stakeholders.

Build and maintain stakeholder relations

• Build and maintain effective relations with board members particularly the chairpersons of the Boards of directors and the chairpersons of Board committees
• Build and maintain relationships with members of Executive Management particularly CEO and MD
• Build and maintain relationships with other members of staff of the company and its Subsidiary Companies.
• Compile and maintain a database indicating the role players, expected outputs, contact details