Assistant Company Secretary

2 weeks ago

Pretoria, Gauteng, South Africa SABS Full time

Job Advert Summary:

Purpose Statement


To provide support to the Company Secretary to ensure all Secretariat duties are fulfilled and that good corporate governance is established and maintained.


About SABS


The South African Bureau of Standards (SABS) is mandated to develop, promote and maintain South African National Standards (SANS), promote quality in connection with commodities, products and services, and render conformity assessment services and assist in matters connected therewith.

Working for the SABS opens the mind to the world around you. We offer diverse career paths in dynamic environment that nurtures and recognises talent and potential.

Become part of our vision of being a trusted standardisation and business assurance solution provider and join a team that fosters accountability, excellence and innovation in an inclusive workplace.


SABS is an equal opportunities employer, and our recruitment will be done in line with the Employment Equity Act 55 of 1998 and our EE Policy.


Minimum Requirements:

  • National Diploma / Diploma in Administration, Corporate Governance or a related field (NQF Level 6)
  • Chartered Governance Institute of Southern Africa membership (preferred)
  • Chartered Secretary or Governance Professional qualification is preffered
  • 3 years' work experience in a company secretariat environment
  • Proven track record of implementing corporate governance protocols and policies within a corporate environment

Duties and Responsibilities:

Functional Management

  • Schedule Board Meetings according to the approved work programmes and/or the Company Secretary's instructions.
  • Coordinate and secure the travel arrangements and facilities for Board and Board Committee members and meetings.
  • Liaise with Supply Chain on the booking of venues, accommodation and travel in line with SABS policies and procedures.
  • Advise Board and Board Committee members on travel arrangements and provide accurate and timeous confirmation documents.
  • Coordinate and ensure special requirements such as meeting equipment and catering as required.
  • Deputise for the Company Secretary when required, to ensure corporate governance is implemented accordingly.
  • Take down and prepare draft minutes of board, board committee and other meetings within the agreed SLA time frames
  • Update minute books and resolution registers
  • Capture and maintain the work programme of the division as approved by the Board and Board Committees.
  • Provide administration support such as financial invoicing, stationary requests, database management, and record keeping to the office of the Company Secretary within scope of control.
  • Collate submissions for Board and Board Committees and provide administrative support in the compiling of documents and meeting packs.
  • Ensure the quality of Board reports and the delivery of Board packs
  • Maintain and update directors declarations
  • Prepare documentations for payment of directors fees
  • Submit the relevant returns to the Registrar
  • Ensure that all meeting documents and packs are presented in a professional manner, in line with budget allocations.
  • Coordinate the sourcing of cost effective material and required resources.
  • Scrutinise and proof read written content to ensure accuracy.
  • Ensure that all documents in the division are filed and archived according to Institute policies and procedures.
  • Assist in the coordination of schedules and meetings for the business unit.
  • Provide research assistance as requested for the purpose of meeting arrangements.
  • Gather, search, interpret, audit, verify and interrogate all required evidence for monthly and quarterly reports as required.
  • Maintain the electronic filing system, ensuring that an adequate information management system is in place containing relevant and updated information.
  • Maintain the filing and record management system and other office flow procedures to ensure easy retrieval of records.
  • Ensure that all documents are filed, managed and updated appropriately.
  • Ensure that all information relevant to the unit is provided and directed accordingly to the relevant parties.

Risk and Compliance Management

  • Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
  • Support and provide evidence to all internal and external audit and regulatory requirements.
  • Maintain quality risk management standards in line with ISO and regulatory requirements.
  • Maintain and enforce all related Service Level Agreements to minimise business risk and ensure business continuity.
  • Review related Standard Operating Procedures in consultation with the Managers and Executives to ensure business optimisation.
  • Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.

Stakeholder Management

  • Build and maintain effective internal and external stakeholder relationships

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