Assistant Committee Secretary: Braamfontein Office at National Bargaining Council for the Road Freight and Logistics Industry (NBCRFLI)

Purpose of the Job

To provide support to the General Manager Secretariat with regard to the provision of secretariat, administrative and advisory support services to the Council governance structures in line with applicable legislative and regulatory requirements including best governance practices.

KEY RESPONSIBILITIES

• Develop the year planner for meetings of the Council governance structures and communicate same to the relevant stakeholders so as to ensure planning and attendance achieves quorum.
• Organise and prepare notices, agendas, and packs for meetings of the Council
• governance structures, especially those structures which have been delegated to the Assistant Committee Secretary.
• Attend meetings, record, and take minutes and prepare the action list thereafter.
• Assist with the maintenance of statutory books, including attendance registers and minutes book in accordance with the legal requirements and best governance practices, and ensuring that these documents are readily available.
• Dealing with correspondence and collating information.
• Prepare monthly payment including Ad hoc payments for the Counsellors/Committee members in line with meeting attendance and budget.
• Maintain proper stakeholder relationships with all internal & external stakeholders.
• Compile quarterly departmental reports for presentation to the relevant structures.
• Prepare and update the list of the Councillors and Committee members on a regular basis.
• Prepare Annual Work Plans of the governance structures, especially those structure which have been delegated to the Assistant Committee Secretary.
• Develop and review the Terms of Reference of the governance structures to ensure alignment with the new changes and best governance practices, especially those structures which have been delegated to the Assistant Committee Secretary.
• Ensure that the decisions taken by the governance structures are implemented on time and provide feedback.
• Collate and follow up with Management on the submissions and meeting documentations for compilation of meeting packs.
• Arrange delivery and ensure timely distribution of meeting documentations to Councillors and Committee members.
• Ensure that the approved minutes are signed by the relevant Chairperson and kept safe.
• Type documents, reports, and letters for preparation of meetings.
• Ad hoc duties as required from time to time.

Job Requirements and Knowledge:

• Knowledge and understanding of the Board dynamics
• High level minute taking capabilities
• Knowledge and understanding of the Labour Relations Act, Council Constitution, corporate governance, decision-making processes, and the management of governance structures.
• Knowledge of Filing documents and Record Keeping
• Highly organised, efficient, ability to multi-task
• Willingness to work irregular hours or as and when require
• Attention to detail and meeting deadlines
• Oral and written communication skills
• Ability to professionally represent the department.
• Ability to work under pressure and be flexible as part of a team
• Ability to develop and maintain good working relationships at all levels, including during difficult or challenging circumstances
• Ability to prioritise and manage workload amid conflicting demands and busy work periods
• Ability to think ahead and anticipate needs before they arise
• Ability to exercise discretion in dealing with confidential matters
• Confident and able to work on own initiative and with limited supervision
• Proficient with IT applications such as Outlook, Word, Excel, and PowerPoint

Qualifications & Experience:

• Matric Qualification with Diploma/ Degree in Public Administration, Law, CIS, or equivalent qualification within Secretariat focus
• 3+ years relevant experience in company Secretariat environment
• Experience within a bargaining council environment will be added advantage