Coordinator: Office of the Company Secretary - C3 at South African Maritime Safety Authority

KEY PERFORMANC AREAS

• Provide administrative support to the Office of the Company Secretary
• Provide administrative support to the Company Secretary and the Deputy Company Secretary
• Keep record of all documents and communication pertaining to the Office of the Company Secretary. Liaise with external stakeholders and staff in other departments and provide information to callers
• Coordinate logistics (i.e. meeting arrangements, catering, etc.)  relating to the activities of the Office of the Company Secretary
• Prepare all local and international travel arrangements for the Office of the Company Secretary as well as the Board and Committee members through submitting relevant documentation to the travel department
• Process financial transactions (invoices, receipts, payments, etc.), invoice control, assist with compiling the budget, ensure that office stays within budget, prepare an expenditure summary for the Office of the Company Secretary, and forward invoices for payment
• Prepare payments for Board and Committee members, suppliers, and contractors
• Maintain inventory and timeously submit requests for required stationery and all other office requirements SCM
• Support and assist in the execution of all relevant Company Secretariat services
• Assist in the coordination of internal and external events for the Company Secretary including meetings and events between the Chairperson of the Board, the CEO and other Board / Committee members
• Prepare meeting packs to ensure that all relevant information is prepared, circulated, and received by all concerned stakeholders timeously, prior to Board and Committee meetings
• Facilitate submission of reports from EXCO
• Ensure timeous follow ups and submission of Board and Committee meeting reports from EXCO or the CEO’s Office as per the scheduled meeting agenda provided by the Company Secretary and / or the Deputy Company Secretary
• Stakeholder Liaison (Internal and External)
• Build, support and maintain healthy, diverse internal (peers / team members / managers) relationships, as well as external relationships to ensure achievement of organizational goals
• Provide relevant and specialized technical support, where required, to peers and colleagues to ensure the achievement of objectives
• Self-Management
• Actively and realistically manage own performance.
• Actively implement own Individual Development Plan.
• Ensure individual performance ratings are aligned to departmental achievements.
• Compile and submit performance contract and reviews timeously to HC.
• Keep information confidential and treat strategic issues with the required levels of responsibility and sensitivity.
• Support the transformation to a high-performance organisation and model behaviours that are in line with the SAMSA leadership values and culture.

Requirements

QUALIFICATIONS

• Higher Certificate in Corporate Governance/Legal qualification (NQF 5)
• National Diploma in Corporate Governance/Legal qualification (NQF 6) would be an added advantage
• Corporate Governance Institute South Africa (CGISA) qualification would be an added advantage

EXPERIENCE

• 5 to 7 years administration experience
• Experience in Company Secretary's office would be an added advantage