Junior Specialist: Compliance at Absa South Africa

Job Summary

• Provide specialist advice and support in the implementation/development of operational planning and associated service delivery processes, methods and techniques.

Job Description

Overall purpose

• To provide confidential and highly efficient governance and administrative support to the core Finance Management governance forums.
• To work closely with individual Chairpersons to support the design and implementation of high quality governance for each of the forums.
• To arrange, support and have oversight of the periodic governance meetings, personally attending and minuting the meetings.

Main Duties

• Administer and facilitate all meetings related to the governance of identified FM forum meetings, giving advice on procedure at such meetings and preparing draft minutes of the proceedings.
• In consultation with the relevant chair(s), plan the forward schedule for governance meetings and committees; identifying the agenda items to be taken at those meetings.
• Liaising with governance chairs and senior leaders, preparing supporting papers for forthcoming meetings and ensuring they are distributed to relevant parties with the agenda in good time prior to the meeting.
• Take minutes of meetings, preparing draft minutes for approval by the chair of the respective meeting ensuring decisions and ownership of actions are accurately recorded. Approved minutes to be distributed to all meeting members in good time of the meeting. Ensure minutes are available on the agreed publishing sites or made available upon request.
• Timeous follow-up on action with action owners, keeping track of feedback provided.
• To keep a record of governance attendance at all meetings, including any apologies received, to monitor that a meeting remains quorate (notifying the meeting chair if the meeting ever becomes non-quorate). To notify the chairs of any likely disqualifications by reason of consistent non-attendance.
• Ensuring Terms of Reference for all forums are established with support from the Chairperson and maintained on a periodic basis.
• Providing other administrative support as needed, including other ad hoc meetings.
• Keeping up to date record of FMR Portfolio Steerco Terms of Reference documentation, with a log of Attendees and meetings.

Relevant Experience:

• Experience of working in an administrative role.
• Experience of maintaining efficient electronic and manual filing systems.
• Experience of minuting meetings to a high level.
• Experience of using Microsoft Word and Excel to an intermediate level.
• Previous experience of governance.
• An understanding of the legal requirements for record management.
• Knowledge of Project Management Methodologies will be advantageous.

Education and Training:

• Excellent standard of English and written communication.
• Willingness to undertake further training relevant to the post.
• Good level of IT skills.
• Special Skills and Knowledge
• The ability to handle pressure, to prioritise tasks and to meet deadlines.
• Excellent organisational and time management skills.
• Attention to detail/accuracy.
• An understanding of how to handle sensitive data of a confidential nature.

Personal Skills and Qualities

• Ability to communicate at all levels.
• Ability to work effectively as part of a team but also to work using your own initiative.
• Ability to deal with matters of a confidential nature.
• Sense of urgency

Education

• Higher Diplomas: Business, Commerce and Management Studies (Required)