Deputy Group Company Secretary: Meeting

**_ Equity Statement :Preference will be given to suitably qualified Applicants who are members of the_**
**_designated groups in line with the Employment Equity Plan and Targets of the Organisation/Operating_**
**_Division._**

**_ Alternative Application Methods: (Completed Curriculum Vitae to be submitted)_**

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**_ Operating Division : Transnet Corporate Centre_**

**_ Position Title : Deputy Group Company SEC: Mtg Admin& LGX_**

**_ Employee Group : Permanent_**

**_ Department : Secretariat_**

**_ Location : Johannesburg_**

**_ Reporting To : Deputy Group Company SEC:Infomation Mgmt_**

**_ Grade Level : D_**

**_ Reference Number : 6004470_**

**_ Position Purpose:_**
- Provide leadership and guidance to ensure effective functioning of the Group Company Secretariat, namely effective and

efficient logistics and meeting administrative functions.
- Oversee the systems, procedures, staff, resources and processes by which the Group Company Secretariat department is

managed to ensure effective functioning and a high standard of Corporate Governance and meeting administration and
- logistics.
- Ensure effective board evaluation processes and director development.

**_ Position outputs:_**
- Lead and guide Group Company Secretariat functions and services for the Group Executive Committee, its sub-committees,

Workshops and Strategy Sessions as well as the Board, its sub-committees, Strategy and Deep Dive sessions.
- Oversee that logístical and administration duties are carried out with diligence and attention to detail.
- Oversee and manage approval of the Annual Corporate Calendar.
- Attend Exco and Board meetings to guide, monitor, and advise on proper meeting governance.
- Coordinate, oversee, manage and service the meeting administration and logistics for the Annual General Meeting (AGM).
- Assist the Group Company Secretary with the following:
- Ensure effective Board Committee meetings by coordinating the preparation of agendas for meetings, reviewing the
- accuracy of the agendas in consultation with the Group Company Secretary
- Review of Annual Work Plans for the Board and its Committees; and
- Annual Board Evaluation exercise.
- Oversee, manage and monitor the meeting declaration of interest registers for Board, Exco and its sub-committees.
- Oversee, manage and monitor the publication of disclosures/registers for Board and Exco.
- Manage and monitor the compilation of meeting packs for meetings of the Board and its Committees including the Group

Executive Committee meeting and its Committees.
- Facilitate the process to quality assure meeting packs for correctness and dispatch information timeously to all members

and attendees.
- Obtain documents from source, align contents to Agenda item and obtain acceptance of documents from direct manager for

adequacy and relevance.
- Review, update and maintain the Board Induction Toolkit.
- Provide support to the board or other committees on specific projects.
- Communicate and liaise with Corporate Communications on key resolutions and decisions and changes in the governance

structures?
- Oversee and manage the Minute books (posting and monitoring).
- Provide leadership and guidance to company secretaries and divisional company secretaries across Transnet including the

subsidiaries from a meeting administration and logistics perspective.
- Updating OD’s of any changes to company structure, directors or officers.
- Accountable for the Company Secretariat’s operational and capital budgets.
- Coordinate the procurement processes related to the acquisition of services for the Board, e.g. appointment of consultants,

training, etc.
- Ensure departmental orientation of logistics & admin staff and employee coaching and mentoring, and training and

development.
- Role Description Deputy Company Secretary: Meeting Admin & Logistics 2021/09/15 Page 3
- Identification and compilation of training courses for the induction of Directors and their personal development.
- Oversee and participate in the Integrated Reporting process for the Company.
- Liaise with the Department of Public Enterprises (DPE as and when required.
- Oversee and manage Directors’ travel and accommodation.
- Liaise with Group Security regarding Board and Exco Site Visits.
- Accompanying the Board and Exco members on all site visits to ensure that the visit is well executed.
- Conduct continuous benchmarking of the Group Secretariat function to ensure best practices are implemented.
- Manage all Human Resources matters as it pertains to the logistics and administrative staff.
- Oversee incoming and outgoing correspondence for the Chairperson and the Group Chief Executive’s approval and