Board Secretary at National Radioactive Waste Disposal Institute

Minimum Qualification

• LLB degree (a CIS qualification will be an advantage)
• Exceptional Board secretarial and administrative skills. Good knowledge of corporate governance and compliance prescripts and relevant legislation, including public sector legislation.

 
Minimum years relevant experience
At least 5 years’ experience in a Board / Company Secretary role, preferably within a State-Owned Entity
 
Minimum Requirements

• Effective Management of Board and Sub Committee Administration;
• Good Corporate Governance and Compliance;
• Director and Board effectiveness;
• Stakeholder communication and engagement; and
• Board submissions and reports as well as Ad hoc requests

Job Description
The Board Secretary has to ensure the smooth and effective functioning of the Board and its Committees; timely information flows between the Executive and Board, and vice versa; the development, management and review of governance policies and procedures; and act as a sounding board and advisor to the Chairperson, Board and Senior Management Team on governance matters.
 
Key Areas of Responsibility
Effective Management of Board and Sub Committee Administration

• Responsible for preparation of the Board Year Plan
• Responsible for the timeous distribution of Board and Sub Committee Packs prior to the scheduled meeting
• Produce minutes and ensure the timeous distribution thereof to members
• Liaise with Management to source information and / or action items to ensure sound information flow within the Board and Sub Committees
• Ensure minutes of meetings and resolutions are permanently affixed in the Company’s Minute Book and duly signed and dated by the Chairpersons of the respective meetings
• Ensure all attendance registers and declaration of interests are signed by participants at all Board and Sub Committee meetings
• Coordinate logistical arrangements for members to attend Board and Sub Committee meetings i.e. travel arrangements and catering
• Ensure that records are up to date and readily available at all times
• Maintain an up-to-date Register of Board and Sub Committee meeting resolutions
• Administration of Board member payments and claims

Good Corporate Governance and Compliance
Assisting the Board in carrying out its corporate governance and compliance functions by, among other things, ensuring that:

• The Board exercises good corporate governance by providing sound advice on corporate governance matters
• Board members, collectively or individually, are provided with guidance as to their duties, fiduciary responsibilities and powers
• Board charters and terms of reference are up-to-date, sound, effective and complied with
• Annual declarations of interest by the Board are up-to-date

Communicating legislative and corporate governance developments to the Board and Sub Committees and providing guidance on legal and governance matters:

• Advise on legislation which impacts on NRWDI, and advising on compliance thereof
• Monitoring Committee adherence to all applicable Acts and King IV
• Ensuring Board and Board Committee compliance with statutory requirements
• Bringing irregularities / non-compliance to the attention of the Board

Director and Board effectiveness
Ensuring that the Board is properly capacitated and effective by:

• Ensuring the induction of Board members
• Ensuring Board capacity through competency enhancement (skills gap-analysis, training, etc.)
• Ensuring optimum Board composition (consult Board Chairperson)
• Ensuring optimum Board Committee structuring and composition (advise Board)
• Keeping the Board informed on Board functions, trends and best practice
• Coordinating Annual Board performance reviews
• Regular and good quality information / legislative updates, training facilitation and advice
• Annual Board and Committee assessments and effective and timely implementation of next steps

Stakeholder communication and engagement
Ensuring effective communication and engagement between the Board and its stakeholders including:

• The Office of the State-Owned Enterprises (SOE) of the Department of Minerals and Energy
• Relevant Committees of Parliament
• NRWDI Management
• Other Boards of the Department of Minerals and Energy’s entities, and any other relevant parties

Board submissions and reports as well as Ad hoc requests

• Compile governance reports for submission to the Board
• Compile reports in collaboration with Legal on legal issues
• Compile reports in accordance with policies, procedures and legislation
• Compile reports within the allocated time frame

Knowledge, Skills & Attributes
Skills:

• People management skills
• Project management
• Departmental budgeting
• Performance management and performance appraisals
• Change management
• Analytical thinker
• Professional report writing, communication and presentation skills
• Facilitation, mentoring and coaching skills
• Problem solving, negotiation and ability to influence various levels of employee hierarchy
• Ability to cope with stress, pressure, deadlines and to handle setbacks
• Planning, organisation and time management skills
• Good interpersonal skills and team player

Knowledge:

• Stakeholder management
• Conflict management
• Sound understanding of the requirements of the role
• Understanding of NRWDI core business processes
• Understanding of project management
• Customer focus and customer service principles
• Ability to research, analyse and prepare information

Attributes:

• Model and exemplary work ethic
• Innovative and solution-oriented
• Proactive self-starter, able to decide and initiate action
• Ability to function independently
• Organisational commitment
• Professionalism, emotional maturity, honesty, integrity and self-motivated
• Results orientation and concern for quality, order and excellence