Governance Administrator - (837)

PURPOSE

• As a Governance Administrator you are required to / responsible for providing support to the Company Secretary and Governance and Committee Specialist, with primary responsibility for maintaining compliance to Statutory and Governance laws and regulations, including but not limited, the Companies Act, the King IV Code on Corporate Governance as well as any governance regulations issued nationally and internationally in relation to payment systems.  This includes compliance to legislation, registers, policies, procedures, and associated documents.  
• Excellent organisational abilities, accuracy and attention to detail.
• Able to multitask.
• Experience of committee functions and procedures.
• Minute-taking experience (minimum of 4 years)
• Good communication and well-developed interpersonal skills.
• Respectful of confidentiality 
• Excellent verbal and written communication skills

Contribute to the successful operation of the Governance Department through the application of administrative skills and provision of support services

Key stakeholders this role will engage with are:

• Internal: CEO and Management
• External: Institute of Directors, Board members and assistants, Shareholder representatives and assistants, CIPC

Key Responsibilities 

• Contribute to budget setting 
• Manage and control individual and relevant intervention, project and programme costs 
• Develop and maintain good stakeholder relationships
• Deliver on internal and external stakeholder requirements
• Contribute to and deliver on BU goals and activities aligned to strategy
• Demonstrate innovative thinking in area of expertise and translate this into business process/ solutions/ working practice improvements 
• Deliver client or company specific projects in line with company standards and in agreement with line manager
• Coordinate the scheduling of Board, Committee and Forum meetings and related processes. Diarising of all committee meeting dates.
• Ensuring venue for meeting are organised, including access to all equipment required, i.e: projectors/teleconference call facilities; IT, refreshments.
• Ensure decisions at meetings are enacted and dealing with any follow up activities 
• Liaise with Members and Directors relating to the coordination of meetings/appointments and referral of matters to other employees for response where appropriate
• Drafting resolutions
• Minute taking and action items after meetings 
• Manage queries related to statutory matters 
• Effectively liaise with clients, teams, colleagues and other contacts
• Advice regarding the Companies Act and Good Corporate Governance (King IV Code on Corporate Governance)
• Maintaining statutory registers (minute books, attendance registers, company statutory records) 
• Attend to Departments administrative related matters.
• Ensure the procurement of signatures for approved minutes and filing of signed minutes. 
• Organise travel and accommodation requirements for Members and Directors 
• Be responsible for preparation of the annual Board, Committee and Forum calendar 
• Directors Fees: Scheduling, invoicing and creating Directors emoluments.
• Liaising and coordinating share register activities.
• Manage and file statutory documents 
• Open, log and distribute incoming communications (i.e.: Governance Mailbox) addressed to the Company Secretary and Governance and Committee Specialist.
• Keep an issues log of all enquiries and ensure they are executed (i.e.: Governance Mailbox)
• Research information to answer queries as directed by the Company Secretary and Governance and  Committee Specialist  
• Deal with any authorisation requests needing Board or Executive approval and/or signatures, including those for the committees, 
• Assisting with the monitoring of compliance of management with standing delegations from the board and reporting any breaches.
• Assist in ensuring effective information flows within the board and with and between board committees, and between non-executive directors and management. 
• Open log and distribute incoming communications addressed to the Company Secretary and Governance and Committee specialist
• Keep an issues log of all enquiries and ensure they are answered
• Policies and procedures: Provide input into relevant policies and procedures
• Compliance: Comply with relevant policies & procedures, regulation and legislation
• Risk: Identify, mitigate and escalate risks appropriately
• Mentor team members to ensure skills transfer and contribute to a positive team culture
• Ensure self and team stay abreast of technical skills and industry developments

QUALIFICATION/KNOWLEDGE (INCLUDING MOST RELEVANT FIELD OF STUDY)

• Appropriate tertiary qualifications 
• Appropriate Company Secretarial qualifications
• Required computer literacy levels
• CGISA student
• Bachelor of Law/LLB advantageous
• Excellent computer skills (MS Word, Powerpoint, Excel) 

EXPERIENCE (INCLUDING RELEVANT SECTOR SPECIFIC EXPERIENCE)

• Between 5- and 7-years’ experience governance and committees 
• Experience in administration of statutory documents
• Experience in submissions to CIPC.
• 4 Years Plus Minute Taking (Compulsory)
• Requirements In-depth knowledge of the following: 
• Companies Act 
• King IV Code on Corporate Governance
• Basic skills in Word and Excel (Microsoft Office) 
• CIPC E-services Candidate Requirements 
• Excellent Language skills – English writing 

• Be proactive 
• Excellent planning and organizing skills 
• Quality and detail orientated Duties