Deputy Director: Governance Secretariat at Department of Higher Education and Training

REQUIREMENTS :

• An appropriate Bachelor’s Degree/Advanced Diploma (NQF Level 7) in Office Management/ Public Management/Administration or related qualification. Qualification in Law will be an added advantage.
• A minimum of five (5) years’ work experience as an Executive and/or Board Level Secretariat; Taking minutes at Executive Level, Office Management and Computer Literacy. A minimum pf three (3) to five (5) years’ work experience at an Assistant Director level. 

DUTIES :

• Provide effective administration for all the NSF meetings. Draft and review of the committees Terms of Reference/Charters. Ensure Terms of Reference / Charters for all committees are distributed to committee members. Ensure Terms of Reference/Charters for all the committees are updated. Effective facilitation of the committees’ processes.
• Contribute to the organization secretariat efforts to enhance the effectiveness and functioning of the committees. Provide the organization with advice and guidance on compliance with the relevant prescripts and the committee charters. Draft reports to Management and Committees. Provide effective administration for all meetings.
• Draft agendas, in consultation with Management and Chairperson/s, and liaise with Directors /Committee members and other role players. Ensure the timeous collation the committee information to distribute meeting packs timeously to ensure compliance with the relevant guidelines/policies and procedures.
• Attend meetings and record accurate and professional minutes. Distribute minutes and decision matrix within the stipulated timeframes. Electronic recording and preservation/ safeguard of all proceedings of the committees’ meetings. Keep and manage proper record of all minutes, recordings, attendance registers and declaration of interests’ forms.
• Prepare extracts of resolution and minutes for all the committees’ proceedings. Prepare and track action items from the committees and ensuring decisions made are communicated to the relevant stakeholders for noting and/or actioning. Manage secretariat team. Undertake any ad hoc duties as guided by the Director: Legal, Governance, Risk and Compliance