SUMMARY:
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POSITION INFO:
The Key Performance Areas will encompass:
Support and Administration
- Completion of amongst others, form COR 39, and submission to the relevant authorities and relevant documents on behalf of Directors.
- Assist in the provision of good governance support by helping the Board and its committees function effectively and in accordance with their terms of reference and best practice.
- Compile the company registers for directorship meeting attendance, interests, declaration of interests, qualification etc.
- Receives correspondence, sends acknowledgements to sender and drafts responses on behalf of Chair (for sign-off by the Company Secretary).
General Office Management
- Provide administrative support to the Company Secretary, handling of diary, routine and general correspondence where appropriate.
- Draft Board Committee and Exco minutes for submission to the Company Secretary.
- Facilitate of payments of non-executive Directors and independent Board Committee members.
- Arrange all logistics for the governance office, including managing Board calendar, coordinating date of meetings, venue, refreshments and audio-visual equipment and any other arrangements as required
- Screen calls and handle routine telephone enquiries where appropriate, and resolve any arising customer enquiries/concerns.
- File and retrieve documents (electronically, hard copies, and any other approved method) in terms of Records & Document Management Policies and Procedures.
- Organise and attend business unit's and other relevant meetings to ensure recording, dictation, typing of minutes and reports.
- Responsible for co-ordinating procurement processes for the unit, generate orders and facilitate payment of service providers on time upon completion of services rendered or deliverables realised as per SLAs.
Liaison with Management
- Maintain and distribute resolutions/action items to line management following each meeting for implementation.
- Follow up on implementation of required actions and compile governance status report for the attention of the Company Secretary.
- Acknowledge receipt of correspondence from third parties, after perusal and sorting, distribute to the relevant parties.
- Assist other staff members in adhering to regulatory framework in relation to compliance with company policies, SCM, records and document management.
Travel Coordination
- Make travel arrangements and accommodation for the Board of Directors and all staff members within the Unit.
- Maintain a good relationship with the travel agents to ensure improved processes and efficiencies in providing excellent service to the Non-Executive Directors and Board Committee members.
- Coordinate processing of Subsistence andTravel claims in line with the travel policy within the specified time period.
Customer and Stakeholder Management
- Organise and arrange functions/workshops in consultation with relevant stakeholders including travel arrangements, accommodation to ensure the promotion of the corporate image.
- Arrange meeting appointments for the internal and external stakeholders upon request by the unit officials and the Board of Directors.
- Follow-up or confirm attendance with all required attendees of the meeting or function to enhance increased number of attendance.
- Collate relevant information from internal /external stakeholders by ensuring completion of attendance register to facilitate generation of an updated Database for ease of reference.
MINIMUM REQUIREMENTS
- National Diploma in Administration/ Commerce/ Arts
- At least 3 years working experience of which 2 years must be at an executive support, administrative, general office management or related secretariat role.
