Committee Secretary at Council for the Built Environment (CBE)

JOB PURPOSE

• To provide professional governance and secretariat support to the Council and its committees, ensuring effective administration of meetings, compliance with statutory and regulatory requirements, and the provision of sound governance advice. The Committee Secretary supports the Council in executing its fiduciary responsibilities by coordinating decision-making processes, maintaining accurate records, and promoting adherence to applicable governance frameworks and legislation.

DUTIES:
COORDINATION OF COUNCIL MEETINGS AND SUB-COMMITTEES

• Prepares the agenda and supporting documentation for meetings.
• Prepares the minutes and action lists of Council and sub-committees.
• Plans the annual calendar for meetings.
• Formulates meeting agenda with various Chairpersons to ensure consistency of format and coverage of all aspects.
• Ensures packs for meetings are prepared and distributed timeously to enable informed decisionmaking.
• Ensures attendance at meetings is recorded.
• Ensures all logistic arrangements for meetings are properly done.
• Records minutes and ensures effective administration of meetings.
• Prepares draft minutes and circulates to attendees for validation and timely execution of decisions and requests for information.
• Draft documents as required by the Council and sub-committees.
• Tracks execution of Council and Sub–Committees’ decisions to raise the awareness of nonexecution of crucial decisions to the CEO.
• Manages travel and logistics of the CBE Council members.
• Liaises with members on general secretariat queries and facilitates signature of round-robin resolution

RETURNS AND REGULATIONS

• Ensures that committee members collectively and individually understand their responsibilities and the implications of non-compliance.
• Conducts research as and when required in preparation for Committee meetings.
• Assists the annually review the terms of reference of all Committees to ensure compliance and adherence to relevant legislation and regulations.

REQUIREMENTS:

• NQF 6 qualification in Business Law / Public Administration and Governance / Governance
• Practitioner Qualification through Chartered Governance Institute of Southern Africa (CGISA) or equivalent and related. 
• 5 Year(s) of relevant experience in committee secretariat, administrative, compliance and governance support to boards and board committees
• Experience in secretarial support in a governance environment.

COMPETENCIES, SKILLS AND KNOWLEDGE

• Providing end-to-end meeting support (agenda, minutes, action lists, resolution and decision registers) facilitate and documenting committee decisions
• Strong communication (verbal and written) skills
• Computer literacy and level of independence and innovation
• Corporate governance and secretariat expertise
• Knowledge of corporate governance and King IV
• Knowledge of Council/Board and committee procedures
• Legislative and regulatory interpretation (public sector) (Companies Act, Constitution of SA)
• Policy compliance and governance advisory
• Records and document management
• Agenda and meeting pack preparation
• Minute-taking and resolution tracking
• Meeting coordination and logistics management
• Council stakeholder coordination (Council, EXCO, committees and CEOs Management Meetings)
• Governance reporting and administration
• High level of integrity and confidentiality
• Attention to detail and accuracy
• Professional judgement and discretion
• Strong organisational and time management skills
• Effective written and verbal communication
• Excellent computer skills in Microsoft office suite, and virtual meeting platforms
• A valid South African driver’s license