Board Secretariat Officer at Affirmative Portfolios

Responsibilities:

 ​​​​​​​Board Secretariat Support Activities

• Contribute to the preparation of notices, agendas, and meeting packs for the Board within prescribed timelines.
• Ensure that all necessary documents pertaining to the Board meetings are loaded on Teams/ circulated electronically / delivered to the Board Members within the required timeframe.
• Make sure that meeting rooms are booked including venue or link to virtual meeting where required and set up conference calls.
• Assist with taking minutes and drafting action list for the Board meetings.
• Maintain board committee resolution register.

Administrative duties;

• Coordinate office administration and planning support activities in line with the best practices.
• Maintain the records management system for the Board Secretariat department.
• Adhere to relevant legislative and regulatory requirements such as POPIA.
• Conduct corporate governance research and draft corporate governance documents as and when required for the manager’s consideration.
• Handle all Board Secretariat related enquiries and escalate to the Manager where necessary,

Reporting;

• Assist in the preparation and submission of reports.
• Contribute to the development of functional reporting systems, for management, project, or performance reporting.

Stakeholder Management;

• Assist with inquiries and requests for information from both internal and external stakeholders.
• Contribute to the maintenance of relationships with vendors, service providers or procurement teams and ensure that all relevant procured items are invoiced and paid on time.

Qualifications and Experience;

• Bachelor’s Degree/ Advanced Diploma in Business Administration/ Business Management/ Office Administration/ Management/ Administration related qualification.
• Certification in Records Management will be advantageous.
• Relevant 3 years’ experience in a Board Secretariat related environment.
• Experience in a Records Management role will be advantageous.
• Technical and behavioural competencies required.
• Planning, Organising and Coordinating.
• Personal Mastery.
• Judgement and Decision Making.
• Ethics and Values.
• Client Service Orientation.
• Knowledge and understanding of labour legislation, policies, procedures, and practices.
• Knowledge and understanding of Risk management related practices.
• Stakeholder management.
• Ability to function independently and under pressure.
• Ability to analyse and interpret information.
• Understanding of records management prescripts.
• Secretariat administration.
• Understanding of corporate governance will be advantageous.
• Advanced computer literacy.
• Report Writing Skills