Company Secretary Administrator - Gauteng at Gauteng Partnership Fund

KEY PERFORMANCE AREAS

The incumbent is expected to deliver on the following detailed key performance areas and to support the Company Secretary to ensure a well governed, managed, credible, and sustainable organisation by:

• Acting as a point of contact with the Company Secretariat for Board Members, Office of the MEC and the Head of Department’s office.
• Ensure and track timely collation of documentation pertaining to the appointment and resignation of Board Members for Submission to the Master of the High Court.
• Assist the Company Secretary to properly prepare for all Board and Committee meetings. This can include meetings between the Board members and the Shareholder and/or any other external party.
• Assist the Company Secretary by facilitating the conclusion of key Corporate Governance documents such as Board and Sub-Committee Charters and the Shareholder’s Compact.
• Provide efficient Board and Sub-Committee support which includes:
• Assist Company Secretary in planning, arranging, and monitoring a schedule of meetings for the Board and Committees. Seeking and Monitoring Board members availability and setting up Ad-Hoc Meetings where required.
• Draft Board and Sub-Committee Agendas and ensure the accuracy and integrity thereof by maintaining a rolling agenda.
• Maintaining a reliable tracking system for substantive meeting topics and items.
• Manage the preparation, collation and distribution of agendas and meeting packs to the Board and its Sub-Committees.
• Attend all Board and its Sub-Committee meetings to ensure that meetings are conducted efficiently.
• Prepare Minutes of the Board sub-Committees for review by the Company Secretary.
• Populate Matters Arising Action List from the Minutes for Board Sub-Committee Meetings and follow up on Action Items.
• Complete Resolutions Registers of Board Sub-Committees and track implementation of resolutions.
• Draft Board Sub-Committees Chairpersons’ Reports for tabling to the Board for input by the Company Secretary.
• Keep a record of declarations made at Board and its Sub-Committee Meetings and record board member’s attendance in an Attendance Register.
• Prepare extracts of resolutions and minutes of all Board and Committee Meetings upon request.
• Assist the collection, review and quality assurance of all documentation and materials sent from GPF Management to the Board and its Sub-Committees.
• Maintain accurate documentation of corporate governance activities and processes, including updating and maintaining the Corporate Governance Folder on SharePoint.
• Manage and monitor the use of Board Management Software i.e., BoardPAC across GPF, including relationship management with the software supplier, providing support to software users, and identifying training needs.
• Uploading of all meeting documentation onto BoardPAC for Board and Sub-Committee Meetings.
• Arrange Induction Workshops for New Board Members and prepare Induction Files.
• Arrange training files for Board Members and record their participation and engagement.
• Develop and maintain strong relationships with the Chairperson and Board Members.
• Handle confidential and sensitive matters in a discrete manner and keep all information effectively secured on BoardPAC.
• Develop and maintain an electronic filing system of all Board and Sub-Committee documents which includes correspondence, memorandums, reports, confidential board reports and any other relevant/pertinent records in a manner that allows for easy and accurate filling, storage, archiving and retrieval by GPF Executives and staff members.
• Prepare accurate Board Remuneration Invoices for Board Members which includes all meetings attended monthly.
• Manage Board Member expense claims.
• Collate and submit documentation requested by the Auditor General, internal auditors, and Provincial Treasury for governance audits.
• Draft memorandums on behalf of the Company Secretary in motivation for Board Training, membership fees, insurance claims etc.
• Ad-Hoc Assignments from the Board Chairperson, Board Members and Company Secretary.
• Providing efficient Executive Committee support which includes:
• Providing and co-ordinating the provision of secretarial services for Executive Committee.
• Planning, arranging, and monitoring a schedule of meetings for the Executive Committee.
• Draft Executive Committee Agendas and Ensure the accuracy and integrity thereof by maintaining a rolling agenda.
• Maintaining a reliable tracking system for substantive meeting topics and items.
• Attending all Executive Committee meetings to take accurate and comprehensive minutes of the HRSEC and FIC Preparation Meetings, within a reasonable time following each meeting, for review by the Company Secretary.
• Populate Action List for Matters Arising from Board Committee Preparation Meetings.
• Complete Resolutions Register of the Executive Committee.
• Participate and contribute to business unit meetings in the Company Secretariat and Office of the CEO Units.

Requirements

APPOINTMENT REQUIREMENTS

• A minimum 3-year degree (e.g., B. Com, BA Law, B Proc, B Admin /diploma in relevant field (with courses in company law and corporate governance)
• Ideally: CIS Qualification or Postgraduate Diploma in Corporate Governance will be advantageous.
•  A minimum of 5 years’ experience within a Company Secretarial environment.
• Experience of Board level interaction.
• Experience gained and exposure to Company Secretarial work.
• Experience in minutes taking essential.
• A good understanding of Company Law, the Trust Property Control Act and the PFMA
• A good understanding of statutory requirements pertaining to Board resolutions, Minutes and Notices of meetings would be advantageous.
• An excellent command of English, both written and verbal is required.

CLOSING DATE: 14 MAY 2024