Company Secretary

The Individual will primarily be responsible for, but not limited to the following:

• Compilation of Council, Council Committees and Sectional budgets.
• Monitoring implementation of financial controls and budget management within the Secretariat section.
• Compile variance reports for management accounts in relation to sectional transactions.
• Monitoring the procurement process for the section to ensure compliance with the legislation and internal policies e.g. (PFMA, PPFA and BBBEE).
• Ensure appropriate office assets and equipment management.
• Develop and maintain the resolution book (database of decisions taken by Council, Council Committees and Management Committees).
• Ensure the filtering of the decisions to relevant management structures and implementation and compliance with decisions of various structures of Council.
• Ensure the quality of secretariat reports and Council and Committees meeting packs.
• Manage the dissemination of accurate information to stakeholders.
• Manage all arrangements for the Council and sub-committee meetings, including compilation of agenda packs for the meetings, minutes-taking and recording at meetings, compilation and distribution of accurate minutes and manual and electronic filing of all Council and Committees records.
• Handle all correspondence between the Council and stakeholders including the Shareholder and draft responses on behalf of Chairperson.
• Report on Council and Council committees’ activities as per Corporate Calendar to the Shareholder for oversight monitoring of the Council activities.
• Develop and review of Council committees and secretariat policies, procedures and all other governance frameworks regulating the functions and powers of Council, its Committees and Management Committees.
• Formulates the council agenda in consultation with the Chief Executive Officer and the Council Chairperson.
• Provides legal advice as and when required by the Council Chairperson and Chief Executive Officer.
• Ensures alignment and integration between Council responsibilities and executive management functions.
• Manages whistle-blowing procedures and Council information required under the Promotion of Access to Information Act 2000.
• Drafts contracts and agreements on behalf of the Council.
• Assist in resource management of the Council (recruitment of independent non-Executive members for Council structures) in line with Equity/Democratic diversity principles.
• Give strategic leadership and management of the secretariat section.
• Assist with development of performance contracts, conduct performance evaluation and assist with the training of subordinates.
• Develop effective record keeping system for section.
• Participate in risk assessment of the section and ensure implementation and development of controls to mitigate identified risks.
• Develop, maintain and implement code of conduct in secretariat, particularly with reference to the issue of confidentiality.
• Build client relationships by demonstrating professionalism, appropriate self-confidence, a facilitative communication style and constructive responses to client needs.
• Maintain positive interpersonal relationships with team members and others by demonstrating productivity, initiative and flexibility.
• Provide information and training to management on issues of governance, risk management and controls.
• Assist staff to attend the two-development training through development of Individual Development Programs.
• Educating and orienting personnel within the section on risk (coordination with risk management) and internal control concepts.
• Improvement of risk and control strategies within the section and at Council and its committees.
• Establish and maintain lines of communication and systems of reporting within organization.
• Reviewing of the organization’s processes, operations and goals.
• Mitigate new risks impacting on the operations of the sections introduced to the organization by technology and electronic commerce.
• Analyse operations for improvement in efficiencies and cost savings.
• Liaise with external auditor on matters which require the attention of Council, Chairperson or the Audit and Risk Management Committee.
• Execute ethical conduct in dealings with stakeholders and clients.
• Board/ Council Secretarial functions to the Council and its Committees 

MINIMUM REQUIREMENTS:

• Degree in Law.
• Post Graduate Degree in Law.
• CGIS Board Membership as well as experience as a Company Secretary will be an added Advantage.
• Minimum 10 years Legal environment operational experience.
• Minimum 5-8 years Legal environment managerial experience.
• Minimum 5-8 Communication and Advisory Operational experience.