Board Secretary

**JOB PURPOSE AND PROFILE**

The main purpose of this job is to provide efficient and effective Secretarial service to the Board, sub committees and other governance structures.

**RESPONSIBILITIES**:

- Coordinates the fulfilling of Board and Governance related needs, requirements, and obligations, i.e., Corporate Plan and providing input into the Annual Report.
- Reviews all legal and regulatory developments affecting the CETA’s operations, making sure that the Board members are properly briefed.
- Ensures compliance with statutory requirements by submitting all annual returns and notification of changes in Board Members with the DHET.
- Manages expiry of tenure for Board Members, reappointment of auditors, tabling of the annual report to stakeholders and ensures that CETA meets all legislative obligations.
- Inducts new Board Members, identifies training needs, and facilitates such training.
- Arranges and manages the process of calling and holding the Annual General Meeting in consultation with the CEO and the Board Chairperson, advises on matters to be tabled at this meeting, plans the Annual General Meeting, drafts the script for the Chairperson and pursues proxies (where applicable).
- Manages, coordinates, and liaises with Board Members in relation to confidentiality agreements, declarations of interests, remuneration and specialist advice where required.
- Responsible for the custodianship and safe keeping of all Board and Committees related documents (These include Board and Committee attendance registers, approved minutes resolutions register and meeting packs).
- 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.
- Develops and updates a Corporate Governance Policy Framework which includes, Delegation of Authority, Code of Conduct for Board and Staff, Constitution, Committee Terms of Reference, Legislative Compliance Matrix, etc.
- Oversees overall company-wide legislative compliance requirements (PFMA, Kings IV, etc.) and reports on compliance /non-compliance to the Board and Stakeholders as required.
- Develops overall company-wide legislative compliance matrix and provides reports to the Board and Stakeholders/ government structures.
- Manages compliance with the Public Finance Management Act (PFMA), Board and relevant Committee Charters in relation to meetings and documentation.
- Provide input on amendments to organisational policies and procedures.
- Develop and manage of Corporate Governance Policy and Procedures such as committee terms of reference.
- Raise matters in relation to adherence with internal policies and procedures.
- Prepare and maintain attendance register, declaration of interest and confidentiality agreement of all meetings.
- Develop tools to ensure Performance Assessments are concluded on an annual basis by all Board and committee members.
- 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.
- Prepares the budget for the division including Board related expenditure in consultation with Finance.
- Monitors the budget of the Board and Committees continuously in consultation with the Board Chairperson.
- Addresses over-expenditure in terms of the approved budget.
- Allocates the necessary resources appropriately.
- Advise Committees on their terms of references.
- Maintain healthy relations with internal and external stakeholders.
- Ensure that all stakeholders 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 Board to ensure integrity and professionalism.
- Attend and address all stakeholder queries timeously and effectively.
- Sets performance standards and objectives for the team by cascading of corporate initiatives into individual performance contracts.
- Ensures that all employees have signed performance agreements.
- Monitors and measures quarterly performance by conducting performance appraisals.
- Identifies areas of developmen