Secretary to Board of Directors

7 days ago

Cape Town, South Africa VPUU NPC Full time

_VPUU NPC is a Public Benefit Organisation implementing multi-sectoral integrated area based upgrading programmes of neighbourhoods in townships and informal settlements. This is done in partnership with communities, municipalities, provincial and national government._
- We work in an integrated team of community participation, socio economic development, operation and maintenance, spatial planning and design, infrastructure development, and knowledge management towards sustainable urban neighbourhoods. For our team we are looking for a:_

**Secretary to Board of Directors**

**Job Purpose**:
The employment is part-time and directly related to the preparation and conduct of regular Board of Directors Meetings as well as Annual General Meetings (AGM) which will be attended in person as well as online.

The position will report to Chair and Deputy Chair of the Board of Directors of the NPC and will be executed at the VPUU NPC Office in Observatory, Cape Town as well as online.

**Key Performance Areas**:

- Providing administrative support to the Chair, Deputy Chair and all members and eventually invited resource persons, totalling to around 10 persons;
- Management of information for the above-mentioned group of persons;
- Coordinate communications between Chair, Deputy Chair and members of the Board;
- Similar tasks are to be extended to Committees of the Board, which are composed of above-mentioned persons and will increase in number over time. Currently up to three committees are established.

**Specific task to be performed**:

- Drafting minutes and Board reports.
- Draft quarterly reports to the Board as and when required.
- Maintain registers, and records including statutory records.
- Compile and translate data and information in order to provide and communicate information for decision-making, reporting storing, and planning.
- Compile meeting packs.
- Ensure proper filing of all documentation.
- Provide effective end-to-end administration for Board and Board Committee meetings.
- Provide administrative support to the Board Secretary.
- Perform financial, procurement, and other office administrative functions.
- Assist in the preparation of the budget for the Board and Board-related activities.
- Monitor budgets, reconcile, and report items of concern.
- Other related ad-hoc tasks.
- Coordinate travel arrangements for Board members and Board Secretary.
- Arrange meetings and other events.
- Effectively plans, schedules prioritizes and controls activities.
- Coordinate maintenance requirements relevant to the work environment.
- Manages own time effectively.
- Respond to queries and inquiries and provide relevant information.
- Ability to work independently and under pressure.

**Requirements**:

- A degree or diploma preferably one that includes HR management and or administration.
- Previous experience (at least three years as an executive assistant, or HR officer, communications manager).
- Ability to maintain obtained information and documents (in hard and soft copy) confidential.
- Excellent communication skills.
- Computer literacy, i.e. Word processing, Power Point and Excel, working with digital communication and data storage platforms (MS Teams, Zoom, Web-Ex, WhatsApp, Next Cloud, One Drive, etc.).
- Knowledge of manual and electronic filing systems.
- Knowledge of drafting minutes.
- Information gathering and analytical skills, with ability to capture vast amounts of information.
- Excellent verbal and written communication in English.
- Strong communications skills and ability to listen and notice, using both formal and informal channels.
- Ability to maintain good relations with Board Members.
- Versatility in social interaction, i.e. the ability to interact at different levels within scope of work and relations.
- Ability to self-manage and take own initiative.
- Good interpersonal skills, i.e. patience, assertive, honesty, hardworking, trust, reliable, trustworthy, etc.
- Tolerant of other people’s views, beliefs, and outlook to life and what is happening around them.

**Special Conditions**

The bulk of the tasks can be executed in home-office work. Presence in all Board and Committee Meetings is mandatory, the form to be arranged with the Board leadership.

The work is to be organized towards the preparation and conduct of Board Meetings and follow-up activities. The yearly calendar of Board Meetings is to be ascertained with the Chair and Deputy Chair of the Board and the Heads of Board Committees.

**Honorarium**:
The flat honorarium includes necessary disbursements for local travel within Cape Town in attending Board Meetings at VPUU NPC in Observatory, use of telephone and wifi/data at home office.

The flat honorarium is **R300.00 per hour**

**How to apply?**

Closing date**:Monday 10 June 2024**

**Job Types**: Part-time, Temporary

Pay: R300,00 per hour

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