Job Opportunities at Secondments

Minimum Requirements    

In regards to qualifications we are looking for someone with at least 3 years’ experience, specifically with NCA and compliance.

Additional qualifications are a bonus, but not necessarily essential

• Legal research:  Most legal cases require a substantial amount of research into the relevant laws and precedents surrounding the case.  This work is often given to paralegals as they possess the legal knowledge to thoroughly investigate the case.
• Administrative support:  Paralegals often perform administrative work in a law firm.  
• This can include office filling, but also paperwork for legal proceedings, like court filings.
• Drafting documents:  Paralegals are also often responsible for drafting legal documentation.  
• These can include contracts like deeds, wills, trusts and many more depending on the qualifications of the paralegal.
• Negotiations:  Paralegals are often involved in negotiations between parties in a legal dispute.  
• This can include mediation proceedings which are now mandatory before litigation can commence in South Africa.

Duties and Responsibilities    

• Conducting client interviews and maintaining contact with clients
• Conducting legal research and investigating facts
• Drafting and filing legal documents, pleadings and correspondence
• Preparing reports and summaries for attorneys
• Locating and interviewing witnesses
• Conducting and/or organizing investigations and document searches
• Helping attorneys prepare motions, legal arguments and other parts of a case
• Staying up to date on legal procedures and regulations

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Job Advert Summary    

To effectively and efficiently administer from creation through to use, storage, reuse, and disposition (destruction and/or archiving), all the recorded information and in-process records of the company, regardless of medium or characteristics. To develop and manage a company wide Records Management programme designed to ensure record keeping and records management practices effectively meet the institutions objectives and to ensure that records management practices of company comply with the legislative requirements, standards, and international best practices. To develop high-quality records management systems for the company and to develop and promote improved records management practice across the whole organization.

Minimum Requirements    

Preferred Minimum Education and Experience    

• Bachelor’s degree with relevant specialization in information and Library Sciences/ Archives and Records Management 
• 5 years records and document administration or management experience, preferably within a Public Institution. 
• 5 years’ experience in working with and/or implementing and managing an electronic documents and records management system.
• 5-7 years’ experience at management level 
• Critical Competencies    
• Legislation
• Policy and Procedures 
• Business Acumen
• Business Process and Performance Management Principles 
• Risk Management 
• Database development and management
• Financial Principles 
• Additional Requirements    
• Extended hours as and when required

Duties and Responsibilities    

Key Performance Areas

Plan and review the records and Information management strategy and function for the company

• Design, implement and administer specialized records management systems.
• Develop and implement a records storage plan, which includes the short- and long-term housing.
• Identify and advise on records due for disposal.
• Facilitate the Integration of records management into business systems and processes.
• Managing the preservation of records with corporate memory and heritage
• Identify, organize, and control information.
• Establish staff capacity building around utilization of information.
• Develop an information audit questionnaire / approach methodology.
• Recommend corrective actions for non-compliance.
• Maintain continuous monitoring & evaluation.
• Develop records management training manual for new and existing staff.
• Conduct information & Security awareness training
• Develop the Records Management Strategy 

Know and apply Legislation, Policies and Procedures

• Records Management policy (paper & electronic), sensitivity classification policy, Security classification policy.
• The records classification system and associated procedures include guidance on referencing, titling, indexing and access restriction.
• Records management procedure and guidelines are established, properly implemented, and efficiently maintained.
• Covers all records generated by the institution (including e –mail and other electronic records systems).
• Meets all legal requirements.
• Meets the institutional mandate, mission, and objectives.
• Addresses the needs of all users.
• Addresses security classification procedure as prescribed by the security classification policy. 

Integrated Document Management System 

• Implement an integrated document management system with appropriate records management and tracking functionality within the parameters of ECM tender 398, National Archives and Records Services requirements and Electronic Communications and Transactions Act.
• All electronic documents are linked to the appropriate metadata that describes them and provides for their structure and context.

Classification (File Plan) 

• Evaluate the existing records classification systems.
• Identify, implement, and maintain records classification systems approved by the National Archivist for that purpose.
• Ensure that all records are stored and filed in a systematic and orderly fashion.
• Maintain and update the master copy of the file plan.
• Manage the overall use of the file plan. 

Treatment & Physical Care

• Evaluate the nature of the treatment to which records in all formats are subject to.
• Identify and implement best practice in relation to the physical care and treatment of records in all formats.

6. Storage and Filing Systems 
Evaluate existing storage and filing conditions/environment of records.
Identify best medium and systems for the storage and filing of records.
Ensure that identified best medium and filing systems are employed for the storage and filing of records adequate storage accommodation are provided for the records. 
Access Control, Maintenance & Retention

• To ensure that there is a systematic records retention and disposal programme in place.
• Develop and continually update a legal and operational records retention schedule for the institution.
• Ensure that records are only destroyed in terms of the retention schedule.
• Ensure that certificates of destruction are issued for all destroyed records.
• Ensure that non-archival records due for destruction are destroyed at least once a year.
• Ensure that no archival records are destroyed.

Archiving, Auditing, Disposal of records 

• Draw up the yearly audit/ inspection plan & timelines.
• Ensure adherences and target dates are met.
• Check compliance & take corrective actions.
• Escalate no adherence to Company Secretary
• Provide litigation and investigation support for all divisions and subsidiaries for assigned business units.
• Determine and implement records and information auditing methods (questionnaire / manual inspection

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Job Advert Summary    

To support the Provincial teams as part of the deal origination process and ultimately contribute to growing the book and ensuring compliance to all legal requirements and relevant policies and procedures. To perform the required conveyancing and notary activities on behalf of the relevant Provincial Offices by securing loans and legally transferring ownership while ensuring that all relevant legislation pertaining to individuals, entities and respective legal capacity is understood and adhered to. Supporting the process of entering into loan transactions or purchase and sale transactions by assisting with the drafting of all loan contracts in collaboration with the relevant internal and external stakeholders. Support the business with required transactions and related legal activities to ensure that risks relating to securities and client accounts are maintained from a legal perspective and the interests of the company are protected. Provide management with any required status reports and make recommendations.  

Minimum Requirements    

Preferred Minimum Education and Experience    

• Accredited qualification in Conveyancing or equivalent
• 4-5 years Conveyancing experience.

Critical Competencies    

• Conveyancing Process
• Deeds office process
• Report writing
• Contract compilation

Additional Requirements    

• Extended hours as and when required.
• Valid driver's license.
• Travel as and when required

Duties and Responsibilities    

Key Performance Areas    

• Concluding legally enforceable loan contracts
• Compile the required loan agreement/contract with supporting documents, including but not limited to, any conveyancing and notary documents.
• Ensure that the signatures from clients and other parties are obtained.
• Issue guarantees as required to finance the transaction
• Drafting of the required legal agreements including but not limited to security documents and any conveyancing and/or notary documents.

Attend to registration of securities and associated processes on behalf of the company

• Conduct deeds office searches and any other required searches in preparation for the registration of securities.
• Attend to the registration of conveyancing and notary transactions
• Collaborate with attorneys for registration of conveyancing and notary transactions in the deeds office.
• Adhere to legislative requirements e.g. FICA, NCA, CPA etc.
• Inform all the relevant parties as it pertains to the conveyancing transaction once the conveyancing documents are ready for lodgement
• Ensure that no servitudes are being registered or other limiting conditions apply before registration or disbursement.

Compiling reports

• Oversee the preparation of various status reports including record of Deeds Office registrations, closings, follow-up and adherence to desired outcomes
• Receive a request for the compilation of a report and analyse the request to determine the nature and extent of the report.
• Collect and verify the required data from all relevant sources.
• Generate the report in accordance with relevant policies and procedures.
• Make recommendations in accordance with the information at hand.
• Submit reports for approval as required according to the DOPs.

Maintain existing Client Accounts

• Receive registered deeds from the relevant Deeds Office, update security system and file security documentation
• Attend to client queries as required in collaboration with the Commercial Bankers and the Portfolio Management Services teams.
• Ensure continuous follow-ups until expected outcomes are attained
• Document the interaction with the relevant role players for future reference purposes

People Management

• Performance Management
• Analyse the business plan to determine the applicable deliverables and targets
• Compile the Performance Management documentation in collaboration with the staff member in terms of:
• Job Profile requirements

Key Performance Areas

• Personal Development Plan
• Conduct performance planning session and Track and monitor performance in accordance with performance contracts
• Conduct performance reviews in accordance with policies and procedures and take corrective actions where necessary
• Provide coaching and feedback to employees on how to improve and sustain their performance
• Lead the department by managing appointments, promotions, and industrial relations issues conjunction with the Human Capital Support Service Unit
• Conduct disciplinary actions as per company’s  policy and procedure where necessary.

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Job Advert Summary    

To provide professional secretarial and office support/administration services including diary management to the office of the Company Secretary and the Chairman of the Board. Facilitate operational efficiency and assist the Chairman of the Board and the Company Secretary to achieve strategic objectives. To manage the administrative requirements of the office of the Chairman of the Board and Company Secretary and assist with scheduling, planning and coordinating all Divisional activities

Minimum Requirements    

Preferred Minimum Education and Experience    

• Administrator or Secretarial Diploma and/or CSSA Governance Practitioner (NQF7)
• 3-5 years Experience as a Personal Assistant for an Executive Manager / CEO / CFO / MD/Board Member
• 3 years Corporate law paralegal/national public sector administrator environment experience

Critical Competencies    

• Microsoft Office
• Telephony
• Oral and Written English Language proficiency
• Legislation

Additional Requirements    

• Extended hours as and when required
• Travel as and when required

Duties and Responsibilities    

• Key Performance Areas    
• Board Chairperson Support
• Manage diary and invitations
• Provide comprehensive reception services
• Assist with management of mail
• Manage records and documents
• Coordinate the review and signature of correspondence and other documents
• Arrange travel and itineraries
• Arrange chauffer services
• Book venues and arrange catering for meetings

Board and Board Committees

• Prepare and maintain annual Board and Board Committee Schedules
• Manage events as and when instructed
• Manage Board System including ensuring that MMS Teams recordings are downloaded and saved as per Company Secretary Records Management Manual requirements
• Coordinate IT support for Board
• Collate Board attendances
• Prepare schedule of Board fees/disbursements and validate
• Prepare invoices for Board members and validate
• Book and arrange payment for Board development as instructed
• Arrange travel and itineraries of Board and Committee members

Registry

• Sorting information and documents for filing according to database and record management system protocols
• Classifying and coding information and documents for inclusion in database and record management systems
• Updating and modifying records
• Filing information and documents in database and record management systems
• Identifying and retrieving information and documents for users
• Recording file and document movements
• Archiving inactive files including labelling of storage locations, and assembling and labelling new files
• Assist with the identification and disposal of duplicate or redundant files
• Assist with the maintenance of a records retention schedule
• Assist with the disposal of records

Paralegal Support

• CIPC Practice
• Prudential Authority Practice
• National Treasury Practice

Office of the Company Secretary

• Manage the payment of accounts
• Coordinate the review, signature and publication of governance instruments
• Manage backend of Office of Company Secretary Intranet folder as instructed
• Compile audit packs as directed by BSM
• Prepare presentations as and when required
• Book venues and arrange catering for divisional meetings
• Take minutes at divisional meetings and prepare matters arising
• Inventory Control
• Procure goods and services as instructed
• Book and arrange payment for Office of the Company Secretary training and development as instructed
• Arrange travel and itineraries for Office of Company Secretary

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Job Advert Summary    

• Provide effective and efficient control and monitoring of all risk and compliance management activities within the company.
• Identify and assess risks within the company environment in collaboration with Manager

Minimum Requirements    

TECHNICAL COMPETENCY REQUIREMENTS 

• Knowledge of Risk and Compliance
• The ability to use standard software packages (e.g. Microsoft Office) and to learn bespoke packages if required.
• Report writing
• Governance, Risk and Controls
• Understanding of Industry trends
• Relevant regulatory knowledge 

REQUIRED MINIMUM EDUCATION/TRAINING

• Relevant Bachelor’s Degree
• Registered with professional bodies (such as the Compliance Institute and/or Institute of Risk Management).
• Professional Body qualification/s(advantageous)

REQUIRED MINIMUM WORK EXPERIENCE 

• At least 5 years job-related experience

Duties and Responsibilities    

KEY RESULT AREA

• Implement risk management practices and assess risks within the company environment in collaboration with Manager.
• Monitor the effectiveness of the Risk Committee and risk champions within the company
• Provide assurance on the Fund’s level of risk compliance
• Incorporate compliance awareness into company culture.
• Provide assurance on the Fund’s level of compliance with operational and regulatory / legislative requirements
• Serve on various governance structures and facilitate the resolution of non-compliance incidents
• Foster a risk and compliance awareness culture
• Conduct risk and compliance awareness campaigns throughout the Fund.
• Co-facilitate awareness programmes with identified stakeholders.
• Provide guidance on strategic and business projects with regard to risk related matters

Provide project management support

• Participate in projects or collaborative business initiatives, and provide support on risk management activities
• Provide support on strategic and business projects
• Implement fraud risk management practices
• Implement fraud prevention frameworks, policies and plans
• Conduct preliminary investigations into suspicious activities
• Provide assistance to investigative authorities in connection with a fraud matter
• Follow up on fraud cases and provide periodic progress reports to governance structures
• Fraud prevention frameworks developed and implemented
• Establish and implement business continuity management (BCM) practises and procedures
• Facilitate maintenance of BCM programme (BCP Strategy; planning and testing)
• Provide guidance to business units on business continuity management
• Submit reports to various governance structures on status of BCM for the Fund
• Management of business continuity management (BCM) programme for the Fund