Committee Secretary - Midrand at Construction Education & Training Authority (CETA)

JOB PURPOSE AND PROFILE

• The purpose of the Committee Secretary is to provide effective and efficient administrative services to the CETA to support the Board Secretary and Board members.

RESPONSIBILITIES:

• Coordinate administrative and logistical support prior to and during meetings of the Committees.
• Plan and manage the annual programmes and venues/ logistics for assigned committee meetings.
• Prepare and circulate the minutes and agendas of the Board and Committee meetings within agreed timeframes.
• Coordinate submissions requiring Committee’s approval and facilitate implementation of resolutions,
• Ensure distribution of Resolutions to various departments and follow up on the action list for completion.
• Provide information on the activities of Committees to produce the committee’s quarterly and annual reports.
• Manage the process of follow-up and implementation of action plans.
• Prepare hand over reports at the end of the term of the Committee.
• Ensure that issues raised at committee meetings for referral to other structures within and outside CETA are referred to such structures.
• Discuss draft agenda with the Board Secretary for completeness.
• Perform any other duties as assigned by supervisors.
• Perform all duties and responsibilities in line with applicable Act, Regulations and per CETA relevant policies and procedures.
• Assist the Board Secretary in the development and management of Corporate Governance Policies and Procedures such as committee terms of reference.
• Raise matters in relation to adherence with internal policies and procedures. Assist in providing governance related information in the Annual Report
• Prepare and maintain attendance register, declaration of interest and confidentiality agreement of all meetings.
• Review and update relevant CETA policies and procedures (business unit relevant).
• Prepare and submit to supervisor accurate, complete, and credible monthly reports as required for consolidation and tabling at monthly EXCOs.
• Ensure all work performed is backed up regularly as per ICT policies onto the CETA electronic servers.
• Attend all risk, compliance, ethics and fraud prevention updates meetings, trainings and workshops as scheduled by CETA.
• Contribute to the risk maturity levels at the CETA.
• Apply/implement and undertake all activities and duties in line with policies, procedures and relevant laws and regulations applicable to the task at hand.
• Follow protocols and report suspicious activities, corrupt or fraudulent activities that one is aware of; onto the CETA whistle blowing and fraud prevention hotline.
• Ensure that all relevant CETA registers, reconciliations and regulatory reports are compiled and submitted on time.
• Write submission / reports on request from the Board Secretary for submission to committees as and when required.
• Provide information on the activities of Committees to produce the Committees’ quarterly and annual reports.
• Assist in the compilation of committee reports in consultation with chairpersons.
• Responsible for checking and verifying Committee members’ remuneration, all their claims and travel costs for attendance of meetings.
• Ensure that expenses are within budget (committees).
• Assist in the recording of critical documents such as minutes, annual reports, resolutions in the correct filing format (hard copy and electronic formats).
• Maintain a record keeping system (process, policy, and procedures) relating to activities of Committees.
• Maintain records of minutes and resolution of all decisions by Committees.
• Ensure recordings of committee meetings are secured and confidentiality is kept.
• Advise Committees on their terms of references.
• Maintain healthy relations with Committee members, managers, and executive managers.
• Ensure that all Committee Members are informed of arrangements and logistics within agreed time frames.
• Ensure all requests are responded timeously.
• Oversee the presentation of documents and packs to the relevant Committees to ensure integrity and professionalism.
• Attend and address all stakeholder queries timeously and effectively.
• Live and demonstrate exemplary behaviours driven and anchored on / by CETA values.
• Ensure that on-the-job training, learning, and development is taking place.
• Share and play an effective role in ensuring that teams assist in achieving of strategic goals and mandate of the CETA.
• Supervise, empower, coach and /mentor interns that are assigned to the business unit.
• Contribute to the financial sustainability of CETA by ensure no wasteful and fruitless expenditures are incurred in the area of responsibility.
• Ensure that is assisting the business unit to operate within the allocated operational budgets.
• Attendance to development workshops and interventions as per agreed Individual Development Plan (IDP).
• Timeous submission of performance agreements and reviews.

Requirements

DESIRED SKILLS, EXPERIENCE AND COMPETENCIES

• Grade 12 plus Diploma or B degree or relevant three (3) year (NQF 7)qualification.
• Experience in a company secretariat support role.
• Business Writing and communication skills.
• Knowledge of administration and clerical procedures, i.e., arranging meetings; taking minutes; compile agendas and reports and to implement the resolutions resulting from the meetings.
• Thorough knowledge of MS Office/ Advanced computer and typing skills.
• Ability to work cooperatively with other employees and stakeholders.
• Knowledge of King III report on Corporate Governance.
• Corporate governance qualification and 2-year public sector experience will be an added advantage.

The following Attributes are necessary to succeed in this role:

• Punctual, self-discipline and a motivated team player.
• Ethical consciousness and conduct in all dealings with the matters of CETA.
• Emotionally intelligent and communicates well across all levels.
• Analytical and pay attention to detail.
• Deadline driven.
• Adaptable and problem-solver.
• Excellent negotiation and organising skills.
• Innovative and creative self-starter.