Committee Secretary

Found in: beBee S ZA - 2 weeks ago

Gauteng Johannesburg, South Africa Construction Education & Training Authority Full time
Construction Education & Training Authority’s job vacancy, Career and Recruitment

Job title : Committee Secretary – Midrand jobs in Gauteng

Job Location : Gauteng, Johannesburg

Deadline : April 26, 2024

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JOB PURPOSE AND PROFILE

The purpose of the Committee Secretary is to provide effective and efficient administrative services to the CETA to support the Board Secretary and Board members.

RESPONSIBILITIES:

Coordinate administrative and logistical support prior to and during meetings of the Committees. Plan and manage the annual programmes and venues/ logistics for assigned committee meetings. Prepare and circulate the minutes and agendas of the Board and Committee meetings within agreed timeframes. Coordinate submissions requiring Committee’s approval and facilitate implementation of resolutions, Ensure distribution of Resolutions to various departments and follow up on the action list for completion. Provide information on the activities of Committees to produce the committee’s quarterly and annual reports. Manage the process of follow-up and implementation of action plans. Prepare hand over reports at the end of the term of the Committee. Ensure that issues raised at committee meetings for referral to other structures within and outside CETA are referred to such structures. Discuss draft agenda with the Board Secretary for completeness. Perform any other duties as assigned by supervisors. Perform all duties and responsibilities in line with applicable Act, Regulations and per CETA relevant policies and procedures. Assist the Board Secretary in the development and management of Corporate Governance Policies and Procedures such as committee terms of reference. Raise matters in relation to adherence with internal policies and procedures. Assist in providing governance related information in the Annual Report Prepare and maintain attendance register, declaration of interest and confidentiality agreement of all meetings. Review and update relevant CETA policies and procedures (business unit relevant). Prepare and submit to supervisor accurate, complete, and credible monthly reports as required for consolidation and tabling at monthly EXCOs. Ensure all work performed is backed up regularly as per ICT policies onto the CETA electronic servers. Attend all risk, compliance, ethics and fraud prevention updates meetings, trainings and workshops as scheduled by CETA. Contribute to the risk maturity levels at the CETA. Apply/implement and undertake all activities and duties in line with policies, procedures and relevant laws and regulations applicable to the task at hand. Follow protocols and report suspicious activities, corrupt or fraudulent activities that one is aware of; onto the CETA whistle blowing and fraud prevention hotline. Ensure that all relevant CETA registers, reconciliations and regulatory reports are compiled and submitted on time. Write submission / reports on request from the Board Secretary for submission to committees as and when required. Provide information on the activities of Committees to produce the Committees’ quarterly and annual reports. Assist in the compilation of committee reports in consultation with chairpersons. Responsible for checking and verifying Committee members’ remuneration, all their claims and travel costs for attendance of meetings. Ensure that expenses are within budget (committees). Assist in the recording of critical documents such as minutes, annual reports, resolutions in the correct filing format (hard copy and electronic formats). Maintain a record keeping system (process, policy, and procedures) relating to activities of Committees. Maintain records of minutes and resolution of all decisions by Committees. Ensure recordings of committee meetings are secured and confidentiality is kept. Advise Committees on their terms of references. Maintain healthy relations with Committee members, managers, and executive managers. Ensure that all Committee Members are informed of arrangements and logistics within agreed time frames. Ensure all requests are responded timeously. Oversee the presentation of documents and packs to the relevant Committees to ensure integrity and professionalism. Attend and address all stakeholder queries timeously and effectively. Live and demonstrate exemplary behaviours driven and anchored on / by CETA values. Ensure that on-the-job training, learning, and development is taking place. Share and play an effective role in ensuring that teams assist in achieving of strategic goals and mandate of the CETA. Supervise, empower, coach and /mentor interns that are assigned to the business unit. Contribute to the financial sustainability of CETA by ensure no wasteful and fruitless expenditures are incurred in the area of responsibility. Ensure that is assisting the business unit to operate within the allocated operational budgets. Attendance to development workshops and interventions as per agreed Individual Development Plan (IDP). Timeous submission of performance agreements and reviews.

Requirements

DESIRED SKILLS, EXPERIENCE AND COMPETENCIES

Grade 12 plus Diploma or B degree or relevant three (3) year (NQF 7)qualification. Experience in a company secretariat support role. Business Writing and communication skills. Knowledge of administration and clerical procedures, i.e., arranging meetings; taking minutes; compile agendas and reports and to implement the resolutions resulting from the meetings. Thorough knowledge of MS Office/ Advanced computer and typing skills. Ability to work cooperatively with other employees and stakeholders. Knowledge of King III report on Corporate Governance. Corporate governance qualification and 2-year public sector experience will be an added advantage.

The following Attributes are necessary to succeed in this role:

Punctual, self-discipline and a motivated team player. Ethical consciousness and conduct in all dealings with the matters of CETA. Emotionally intelligent and communicates well across all levels. Analytical and pay attention to detail. Deadline driven. Adaptable and problem-solver. Excellent negotiation and organising skills. Innovative and creative self-starter.

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