Committee Secretary

2 weeks ago

Midrand, South Africa Construction Education & Training Authority Full time

**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 logístical 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.

**DESIRED SKILLS, EXPERIENCE AND COMPETENCIES**
- Grade 12

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