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Glenvista, Gauteng
Rand Water is looking for Committee Secretaries, to provide efficient secretariat service and support function to Management and the Board of Rand Water.Essential qualifications required: • Matric • CIS/ equivalent qualification in company secretariat focus Experience required: • 2-3 years’ experience in company secretariat environment • General administration experience • Public sector governance and compliance [ added advantage]Circulate notice within 14 days before the meetings Circulate Agenda with pack according to the deadline Correct allocation of references to supporting documents Attending meetings and recording the proceedings, draft minutes, responsibility matrix, extracts and resolutions Assist with co-ordination of meetings , workshops and board events Assist with the compilation of the Annual work plan, Board development plan and review of board policies and governance frameworks Assist with the implementation of board resolutions and any other board requirements in line with board frameworks Ensure that a dummy pack is signed off by manager prior to compilation of board pack Ensure that minutes and action list are ready for circulation 7 days after the meetings Ad hoc duties as required from time to time Scheduling of ordinary meetings in line with the Corporate calendar as well as special meetings as and when required Issuing reminders for submissions of reports General office administration , planning and co-ordination Ensure that relevant information and board packs are distributed timeously Adhere to turn around times for notices, agendas, board packs, weekly timesheets, minutes and all other requirements Assist with lodging of statutory records at CIPC as and when required Assist with the updating and maintenance of company registers Ensure that Chairpersons of the committee signs the minutes and submit signed minutes to records section for safekeeping Assist with payment of annual duties Assist with the lodgement of relevant forms at CIPRO in compliance with the statutory requirements Assist with the maintenance of minute books and other statutory documents in accordance with legal requirements and best governance practices Attending to electronic publication (PDF) of all documents produced, i.e. minutes, agenda, reports e.t.c Ensure that minutes are of good quality and accurate Ensure that minutes are error free and approved by the Committee Ensure that all typed documents and/reports or any other documentation prepared are proofread, edited, good quality and are in line with the dept/ Rand Water quality standards Ensure that stakeholders are satisfied with service offering Follow up on all matters that requires attention Prompt and efficient response to queries from all stakeholders as and when required Assist with the promotion of compliance and good corporate governance, governance frameworks within the organization Keep abreast with legislative developments, corporate governance and statutory requirements Manage confidential information and ensure that board information is kept confidential Adherence to governance frameworks, ethics policy, applicable legislation, information guidelines, retention of records guidelines, board and dept policies Regular reporting to ensure effective communication with manager to appraise him/her of key matters or activities and progress thereon Provide assistance as and when required• Corporate governance principles and compliance • Knowledge of PFMA and/or applicable legislation • Knowledge of Waters Services Act and Companies Act• High level minute taking capabilities • Telephone etiquette • Quality orientation and attention to detail • Information management • Interpersonal skills • Service orientated Planning and Organising • Computer literacy [Microsoft office suite]• Maintain Confidentiality • Retain professional image at all times and particularly in stressful situations • Integrity/Honesty • Dealing with difficult people • Dealing with unrealistic demands • Customer Service orientation • Proactive • Self starter
