Company Secretary

2 weeks ago

Pretoria, South Africa South African Veterinary Council Full time

The South African Veterinary Council (SAVC) is a statutory and regulatory body established under the Veterinary and Para-Veterinary Professions Act, Act.19 of 1982 in the Republic of South Africa. It is a non-government funded, veterinary standards’ regulating entity of the veterinary and para-veterinary professions, promoting animal health and well-being of South Africans. The SAVC achieves its mandate through regulating and monitoring the standards of training, ethical and practice standards of veterinarians and para-veterinarians; and the registration of persons practising such professions. The SAVC seeks to appointa suitably qualified person to fill the vacancy of COMPANY SECRETARY at its offices in Irene, Pretoria. The Company Secretary will be responsible to provide a governance link and oversight between the Administration and the Council. Also, to provide secretariat support to the Council and oversee the efficient administration and regulatory compliance of the SAVC. The Company Secretary will be responsible for the following:
1. Perform Council Secretariat functions

**Organise all relevant Council/Committees meetings. ** Facilitate the compilation of agendas and other documentation in consultation with the President, Registrar, Chairpersons of Committees and Management Committee of the SAVC.

**Circulate all relevant (preparation) documents before the meeting professionally and timeously. ** Attend meetings and keep detailed minutes.

**Update the decisions/resolutions register after each meeting. ** Handle all enquiries about decisions/resolutions taken in meetings.

**Monitor and ensure the completion of tasks/actions by relevant divisions and committees as per meeting resolutions. ** Scheduled Council/committee meetings.

**Function as company official (Company Secretary) according to legislation. ** Compile notice of yearly and other exceptional meetings and circulate according to prescribed regulations.

**Facilitate the process of voting before and during meetings according to statutory stipulations and regulations. ** Compile notices of Council Meetings and circulate according to stipulations.

2. Provide Council members with guidance to their duties, responsibilities, and powers.

**Provide guidance to Councillors and Directors regarding their duties, responsibilities, and competencies. ** Provide accurate information, training, and support to the Councillors regarding legal guidelines.

**Handle enquiries from Councillors and Directors professionally and timeously. ** Ensure professional and accurate reporting to stakeholders.

**Communicate strategic decisions and information to relevant parties. ** Build a trustworthy relationship with specific role players/relevant parties to the benefit of the Council.

**Ensure** **that internal and external communication channels to the Council are open and clearly visible. ** Assist in compiling the Strategic Implementation Plan and ensure

**Assist in compiling the Annual Performance Plan and report and ensure presentation within the stipulated timeframes.**

3. Assist the President with governance and administration related functions: Provide first point of contact service, dealing with correspondence and phone calls.

**Assist in the management and organisation of the President’s calendar. ** Schedule appointments, meetings, engagements, and daily work related activities.

**Manage and coordinate travel arrangements.**

4. Provide Office Administration and Management: Provide assistance in preparing committee meetings documentation where necessary.

**Arrange meetings by scheduling appropriate meeting times, booking rooms, and planning refreshments. ** Manage correspondence.

**Assist in planning and arranging events, including organising catering. ** Handle expenses and billing accrued by the President and Council members.

**Draft, format, and print relevant documents. ** Maintain stock lists and orders office supplies as needed.

**Manage staff expense requests. ** Interact with Directors and carries out their requests.

**Assist in purchase orders and invoicing. ** Maintain accurate records.

**Manage outgoing post and records data on special deliveries. ** Photocopy and file appropriate documents as needed.

**Attend workshops and conferences when requested. ** Manage SAVC social media profiles and platforms in conjunction with communications service provider. \

Job Requirements and Experience:
**Any 3-4-year relevant University Degree or Diploma**

Post Graduate Degree or Certificate in Law will be advantageous

**Charted Institute of Secretaries (CIS) qualification or equivalent will be advantageous**
Minimum of 3-5 years relevant secretariat working experience

Good understanding of relevant legislation and corporate governance principles and good computer literacy

Core Competencies:
Good track record in integrity, honesty, and accountability

Maintain a high-level confidentiality.

Attention to detail, meticulous and accuracy

Ab

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