Manager Governance and Corporate Secretariat

SUMMARY:
The purpose of the role is to support the governance committees and their subcommittees fulfil their statutory duties and obligations as per corporate governance requirements as specified by the Public Audit Act (PAA) and corporate governance principles (eg King IV requirements).

POSITION INFO:

This role plays an advisory

function with regards to governance structures and mechanisms as well as compliance with regulatory

requirements.

KEY PERFORMANCE AREAS (KPA’s)

Strategic Function

• Contribute to the management of IT projects in the the company’s operating
• environment through governance support.
• Contribute to the formulation, implementation and monitoring of the
• GVCS Unit Balance Score Card.
• Revise the organisation delegation of authority (management approval framework).
• Contribute to the drafting of all organisational reports, including the internal quarterly reports and the integrated annual report.
• Review of remuneration of external committee members.

Product Management

• Oversee the company governance structures.
• Ensure defined governance and secretariat processes are in line with best practice in the field and meet all legislative and regulatory requirements.
• Provide secretariat support for all governance structures outlined in the governance framework including additional strategic steering committees i.e. drafting of terms of reference and related governance documents and ensure approval by DAG.
• Ensure the execution and compliance to governance structures and processes.
• Contribute to the formulation and implementation the company governance framework in line with the PAA and the constitution.
• Draft governance articles to be distributed to the organisation.
• Develop and review the draft corporate calendar for approval by Exco.
• Develop a membership profile and procedure for the recruitment and appointment of members in line with current governance practice.
• Develop and review the effectiveness of the terms of reference of the relevant committees.
• Prepare the work plan and process-taking cognisance of various statutory timelines and deadlines, in conjunction with the chairpersons of the structures.
• Identify training requirements for committee members and to ensure that there is ongoing training to capacitate them.
• Keep abreast and monitor legislative developments, corporate governance standards and best practises and advise committee on the developments.
• Ensure that the newly appointed committee members are inducted in line with their duties and responsibilities and are provided with an information pack relating to the committees appointed to serve in.
• Ensure that members receive/ attend continuous development workshop at least annually.
• Ensure that chairperson, members and the committee as a whole is evaluated annually on their performance in order to ensure that the committee has discharged its duties as delegated by the DAG.
• Ensure regulatory and corporate governance compliance.
• Develop and manage adherence to annual workplan for governance structures.
• Draft/ Review agenda and circulate to all impacted SME’s for inputs.
• Ensure that meeting invites, standard agenda points, meeting packs and relevant information are prepared, circulated and received by all concerned stakeholders timeously prior to committee meetings.
• Provide secretarial functions including recording and keeping of minutes from all committee meetings.
• Prepare written resolutions and action items for the various governance structures.
• Provide governance advice to the committee based on best practice and any other emerging trends.
• Develop skills matrix for committee members.
• Coordinate internal meetings and events between the the company and committee chairpersons (THE COMPANY governance structures).
• Ensure that amendments tabled at the meetings are effected and the final version of the minutes is signed and dated in accordance with the date of the meeting where the minutes were approved.
• Monitor implementation of resolutions of the governance structures through action list.
• Record and safeguard documentation of the relevant committees.
• Ensure the adherence to standard requirements relating to confidential, classified and secret information.
• Control the exchange of documents for purposes of meetings of the committees.

Stakeholder Management

• Ensure that committee decisions and other communications are formally channelled to the appropriate members of staff and other stakeholders.
• Ensure committee resolutions are submitted to impacted internal stakeholders and that action items are implemented.
• Establish, build and maintain collaborative working relationships with relevant internal stakeholders.
• Build and maintain positive and value-adding relationships with relevant external stakeholders.
• Scan the environment to ensure a clear understanding of stakeholder needs.
• Engage with both internal and external stakeholders to identify and evaluate performance barriers and success to continuously improve on the service delivery.
• Establish and maintain relations with recognised professional bodies within own professional sphere.
• Manage service level agreements (SLAs) and/or ToR requirements.
• Liaise and interact with key stakeholders & management to share information, resolve challenges and make recommendations for improvements.

People Management

• Support the implementation of the activities outlined in the BU People Plan, transformation/culture plans and BSC initiatives
• Manage team performance to drive productivity.
• Motivate, coach and mentor staff to ensure maximum productivity and development of the staff to their full potential.
• Participate in initiatives to attract talent.
• Cascade vision achievement/ organisation alignment messages and commitments.

Financial management and operational management

• Contribute to the compilation of centre budget, manage project expenditure related to functional area.
• Ensure compliance to the organisation’s governance processes, policies and processes.
• Manage procurement processes within own functional area.

Other responsibilities (Applicable to All JD’s)

• Perform and/or manage other projects, tasks and assignments delegated by the senior manager not stipulated in the role profile description as and when required.

TECHNICAL COMPETENCIES

Project Management

• Takes full responsibility for the definition, approach, facilitation and satisfactory completion of projects.
• Provides effective leadership to the project team.
• Adopts appropriate project management methods and tools.
• Manages the change control process and assesses and manages risks.
• Ensures that realistic project plans are maintained and delivers regular and accurate communication to stakeholders.
• Ensures project and product quality reviews occur on schedule and according to procedure.
• Ensures that project deliverables are completed within agreed cost, timescale and resource budgets, and are formally accepted, by appropriate stakeholders

Portfolio management

• Ensures that programme/project leads and/or service owners adhere to the agreed portfolio management approach and timetable.
• Explains what information is needed and ensures they provide this information to agreed targets of timelines and accuracy.
• Produces reports as appropriate for portfolio governance, including making recommendations for changes to the portfolio.

Stakeholder management

• Must have knowledge and skills in managing stakeholder demands, relaying project commitments and bridging expectation gaps through direct engagement.
• Good conflict management skills.
• Deals with problems and issues, managing resolutions, corrective actions, lessons learned, and the collection and dissemination of relevant information.
• Implements stakeholder engagement / communications plan.
• Collects and uses feedback from stakeholders to help measure the effectiveness of stakeholder management.
• Helps develop and enhance stakeholder relationships.

GENERAL REQUIREMENTS

Minimum requirement

Formal Education

• This position requires a Bachelor’s Degree in Law /Corporate Law or related Corporate Governance qualification. It will be an added advantage for a candidate to have written and pass the Governance Board exam or is registered with the Charted Institute of Governance of Southern Africa.

Experience

A minimum of 4-5 years’ experience in a Governance and Secretariat environment at manager level.

PERFORMANCE AGREEMENT

The performance agreement of the incumbent, which attributes specific targets to the above mentioned outputs would be developed and agreed separately in line with this Job Description.