Corporate Governance & Administrative Officer (2month Contract)
Profile PersonnelEast London, South Africa30+ days ago
Job descriptionProvide administrative support to the Company Secretary, handling of diary, routine and general correspondence where appropriate. Draft Board Committee and Exco minutes for submission to the Company Secretary. Facilitate of payments of non-executive Directors and independent Board Committee members. Arrange all logistics for the governance office, including managing Board calendar, coordinating date of meetings, venue, refreshments and audio-visual equipment and any other arrangements as required Screen calls and handle routine telephone enquiries where appropriate, and resolve any arising customer enquiries / concerns. File and retrieve documents (electronically, hard copies, and any other approved method) in terms of Records & Document Management Policies and Procedures. Organise and attend business unit's and other relevant meetings to ensure recording, dictation, typing of minutes and reports. Responsible for co-ordinating procurement processes for the unit, generate orders and facilitate payment of service providers on time upon completion of services rendered or deliverables realised as per SLAs. Maintain and distribute resolutions / action items to line management following each meeting for implementation. Follow up on implementation of required actions and compile governance status report for the attention of the Company Secretary. Acknowledge receipt of correspondence from third parties, after perusal and sorting, distribute to the relevant parties. Assist other staff members in adhering to regulatory framework in relation to compliance with company policies, SCM, records and document management. Make travel arrangements and accommodation for the Board of Directors and all staff members within the Unit. Maintain a good relationship with the travel agents to ensure improved processes and efficiencies in providing excellent service to the Non-Executive Directors and Board Committee members. Coordinate processing of Subsistence andTravel claims in line with the travel policy within the specified time period. Organise and arrange functions / workshops in consultation with relevant stakeholders including travel arrangements, accommodation to ensure the promotion of the corporate image. Arrange meeting appointments for the internal and external stakeholders upon request by the unit officials and the Board of Directors. Follow-up or confirm attendance with all required attendees of the meeting or function to enhance increased number of attendance. Collate relevant information from internal / external stakeholders by ensuring completion of attendance register to facilitate generation of an updated Database for ease of reference. National Diploma in Administration / Commerce / Arts At least 3 years working experience of which 2 years must be at an executive support, administrative, general office management or related secretariat role.
The Key Performance Areas will encompass :
Support and Administration
- Completion of amongst others, form COR 39, and submission to the relevant authorities and relevant documents on behalf of Directors.
- Assist in the provision of good governance support by helping the Board and its committees function effectively and in accordance with their terms of reference and best practice.
- Compile the company registers for directorship meeting attendance, interests, declaration of interests, qualification etc.
- Receives correspondence, sends acknowledgements to sender and drafts responses on behalf of Chair (for sign-off by the Company Secretary).
General Office Management
Liaison with Management
Travel Coordination
Customer and Stakeholder Management
MINIMUM REQUIREMENTS
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Corporate Governance • East London, South Africa
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