Committee Secretary at MICT SETA

MINIMUM REQUIREMENTS 

• A bachelor’s degree in law or related field or a Chartered Governance Institute of Southern Africa (CGISA) – Governance Certificate: Programme 3 
• Qualification in Company Secretarial and Governance Practice – CGISA Board Level (advantageous) 
• Minimum of five (5) years ‘experience in a company secretariat support role. 
• Extensive experience in taking high-level minutes at Board and Committee level, ensuring accuracy and clarity in documenting discussions and decisions. 
• Proven experience in administrative roles, including arranging and coordinating meetings, compiling agendas and reports, and implementing meeting resolutions. 
• Experience in a public sector environment (Preferred) 
• Knowledge of King IV report on Corporate Governance. 
• Knowledge of Company Secretarial Best Practice Principles 
• Knowledge of Corporate Governance and Compliance Principles 
• Knowledge of Business and risk management principles 
• Knowledge and understanding of relevant regulatory requirements 
• Computer Literate (MS Office Suite) 
• Flexibility in working hours will be required to meet demands of the role. 
• May be required to work overtime. 
• Valid driver’s License 

ROLES AND RESPONSIBILITIES 

Secretarial/ minute taking services and administration 

• Draft agendas and minutes for assigned Committee meetings. Prepare minutes and circulate accurate draft minutes and matters arising to the Board Secretary. 
• Ensure accuracy of the minutes, prepared within stipulated time frames. 
• Ensure that minutes are signed by the relevant Chairperson (s) once they have been approved. 
• Ensure all approved minutes are filed and kept as per the regulations. 
• Collate documents and prepare meeting packs in consultation with the Board Secretary and distribute within stipulated time frames. 
• Ensure that issues raised at Committee meetings for referral to other structures within and outside MICT are referred to such structures. 
• Discuss draft agenda with the Board Secretary for completeness. 
• Provide information on the activities of Committees for the production of the Committees’ quarterly and Annual Reports. 
• Ensure that Committee reports are drafted in consultation with the Board Secretary. 
• Administer, coordinate and attend to the activities related to assigned Committees. 
• Maintain and distribute meeting materials in line with the approved ToRs. 

 Corporate Governance Compliance and Advisory 

• Ensure that any required changes in the functioning of the Committees are affected as per Good Corporate Governance principles and legislation. 
• Compile the Annual Board and Committee plans and ensure that the structuring of meetings will facilitate decision-making processes. 
• Assist the Board Secretary with the development of the Board Charter and Terms of Reference. 
• Support the Board Secretary as required to guide the Board on statutory, compliance and best practice matters. 
• Support the Board Secretary to implement key performance indicators and apply required standards and manage implementation thereof within the area of responsibility. 
• Initiate the annual review of the Terms of Reference of assigned Committees. 

Records Management 

• All meetings’ packs are uploaded and saved on the appropriate folders for each meeting. 
• All approved and signed minutes are filed and kept as per the regulations. 
• Ensure that there is a recorder in place in all meetings and that all recordings are downloaded and filed. 
• Maintain all Committees working records. 

 Stakeholder Management and Relations 

• Liaise with internal and external stakeholders as delegated by the Board secretary. 
• Maintain good working relations with Committee members and MANCO. 
• Ensure all requests are responded to timeously. 
• Ensure that the packs are accurate to ensure integrity and professionalism. 

VALUES:

• Customer Centricity 
• Ethical
• Innovative
• Committed
• Meritocracy
• Collaboration
• Responsiveness
• Communication