NATIONAL DEVELOPMENT AGENCY (NDA The following exciting vacancies are currently open at the NDA: COMPANY SECRETARY Purpose: This position is responsible for the efficient administration of a Board, particularly with regard to ensuring compliance with statutory and regulatory requirements and for ensuring that decisions of the NDA board of directors are implemented. Department: Office of the Chief Executive Officer Reports To: Chief Executive Officer Peromnes Grade: 5 Number of Direct Reports: 1. Administrative Assistant POSITION REQUIREMENTS Minimum Qualification • An LLB qualification or equivalent qualification • Company Secretarial Certificate will be an added advantage Essential Experience • A minimum of 5 years’ relevant experience within a public entity or corporate entity • Sound Corporate Governance, Compliance, Legislative Framework environment experience. • Sound knowledge and experience of legal and regulatory requirements affecting public entities, corporate governance instruments and guidelines (e.g. PFMA, National Treasury regulations & prescripts, KING Reports) • Understanding of system/ process/procedures for documentation Competencies • Understanding of various legislation regulating public entities and NDA in particular. • Knowledge of company secretarial duties and responsibilities, especially for public entities • Management of system/process/procedures for documentation of board documents and business processes • Knowledge of leadership and management principles required for Company Secretaries • Knowledge of socio, political and economic issues facing South Africa • Development and analysis of strategy, systems, processes and tools. • Knowledge of Financial and risk management Skills & Abilities • Multitasking skills – managing a number of tasks on your desk at any one time • Organisational knowledge - understand the business and the context of the organisation, including legislation, frameworks, policies and processes. • Planning skills - being ahead of the game, with plans in place at all times. • An eye for detail – must have command of the detail - ensuring the work of the board is executed correctly, without mistakes or omissions. • Effective communication skills - must possess discretion, diplomacy, tact, emotional intelligence and good negotiation skills both orally and in written form. • Sound judgement - ability to assess and make sound judgements, in circumstances involving conflicting issues. • Diligent governance - helping the board in building strong governance practices in their duties helping on insights from their risk, compliance and facilitating more purpose-driven leadership. • Strategic Resource Management & Leadership – prudent management of Board resources • Ability to interpret international and local conditions and trends • Ability to work under pressure Personal Attributes • Good interpersonal relations • Ability to work under pressure • Innovative and creative • Independent thinker • Ability to work in a team and independently • Cultural sensitivity • Adaptability • Political sensitivity • Cost consciousness • Honesty and Integrity MAIN AREAS OF RESPONSIBILITY • Provide strategic advisory services in relation to secretariat services to the Board and Executive Management • Advise the Board on good corporate governance and also collectively and individually adivise the board of their legal rights and obligations in relations to matters of their responsibilities and law (NDA Act as amended, PFMA, etc), • Draft and Prepare, collate and distribute Board and Committee charters and work plans • Responsible for the logistics (e.g travelling etc) for the meetings of Board and its Committees • Responsible for the preparation draft meeting agendas, taking of minutes, circulation of draft minutes, resolutions and action list of minutes • Custodian and archiving, include safety of Board minutes & resolutions, including actions taken on resolution • Responsible for the processing of Board Fees and other associated matters relating to resources of the Board • Maintain the Agency’s statutory registers including minute books, Board registers, registers of disclosures of conflict of interests, etc • Prepare reports to Board and its Committees and any other forum in relation to any subject matter required of Company KEY RESPONSIBILITIES AREAS & OUTCOMES Leadership • Participate with the EXCO team in developing a vision and strategic plan to guide the organisation • Identify, assess and inform EXCO team of internal and external corporate governance issues that affect the organisation Operations Planning and Management • Develop and implement operational plans for the Company Secretariat and ensure that unit goals and objectives work towards the strategic direction of the organisation • Oversee the efficient and effective day-to-day operation of the Company Secretariat • Coordinate the production of the NDA’s Annual Report • Develop and monitor corporate governance compliance checklist for the NDA • Ensure NDA compliance with all statutory and regulatory requirements • Compile, update and manage comprehensive policy register • Develop and distribute Delegations of Authority providing advice regarding its content Company Secretariat functions • Monitor all legislative, regulatory and corporate governance developments that might affect the NDA’s operations, and ensure that the Board is fully briefed on these • Ensure the publication and maintenance of standard protocol document for Board management and related processes • Manage Portfolio Committee matters • Develop and ensure maintenance of the Board and Committee’s charters and terms of reference • Ensure the smooth running of the Board’s and Board Committees’ activities including the following: co-ordination of meetings, assisting the CEO with the preparation of agendas, papers and reports, attending meetings and ensuring minutes are written, ensuring follow-up on outstanding matters; advising on Board procedures and ensuring that the Board follows them • Provide support and advice on all matters required by the Board • Monitor that proper procedures are followed during the appointment of Board members by the Minister (DSD) • Develop and implement a Board and Board Committee induction training programme, and manage the induction of new Board members into the organisation • Establish training requirements for new Board appointees and implement appropriate orientation and training for the Board as required • Oversee the payment of Board member fees through the production of a payment schedule for HR • Ensure communication of Board decisions and monitor progress in so far as reporting to staff and management • Co-ordinate Annual performance evaluation of the CEO, and annual evaluation of Board and Board Committee members Financial Planning, Management and Administration • Assist in the preparation of a comprehensive budget for the Governance Unit • Administer the funds of the department according to the approved budget and prepare and submit monthly management accounting reports • Monitor budget expenditure and take corrective action when necessary Reporting • Provide regular feedback to EXCO and Board (and its committee/s relevant to the work of the Department) with regards to the operations of the Department • Prepare and submit statistical/statutory reports as appropriate to the Board • Submit monthly performance reports to the CEO’s Office • Collate annual performance report for the NDA to the Board and DSD on behalf of the CEO, as appropriate Monitor and present Quarterly Review Reports and Analysis against the performance plan and in relation to the work of the Department KEY RELATIONSHIP INTERFACES Internal Relationships - other than reporting lines (manager and subordinates). * • NDA Board • Board Committees • NDA EXCO External Relationships (With Local/Provincial structures and other key parties, specify) • All Business Units • Department of Social Development – National • Minister’s Office • National Treasury • Auditor General • Government Departments and Agencies A detailed Curriculum Vitae (CV), with three references must accompany the application and a fully completed application for employment form obtainable on www.nda.org.za must be emailed to careers@nda.org.za. Correspondence will be limited to shortlisted candidates only. Preference will be given to candidates whose appointment will promote NDA Employment Equity targets. NB: Use the job reference as a subject line (heading of the email application) e.g. Reference no: 2022HRRAA01 for the HR position and 2022COSEC01 for the second position. An email without the reference number as a subject/heading will be disqualified. Please ensure that the reference number is written the same way as in the advert. Failure to submit a detailed CV, fully completed application form and comply with the application instructions above will result in the disqualification of your application. For enquiries regarding these positions, please contact Mr Nonhlanhla Zulu at Tel: 011 018 5632 or 0678394087. Should you not be contacted within two months of the closing date of this advert, please consider your application as unsuccessful. All candidates will be subjected to personnel suitability checks, qualification verification and competency assessment where required. Closing date: 13 September 2022. HR REGISTRY & ADMINISTRATIVE ASSISTANT Description: This position will provide administrative support in relation to document management, payroll administration and record keeping of all employee records Department: Human Resources Reports To: HR Senior Manager Position location: Head Office Peromnes Grade: Grade 10 Number of Direct Reports: N/A POSITION REQUIREMENTS Minimum Qualification • Matric • 3-year National Diploma in Human Resource/Psychology • Knowledge and experience of record management, knowledge and experience of payroll administration process and computer literacy Essential Experience • Three years’ experience in high administrative level and record keeping • Filing and document management • Payroll Administration Knowledge • Human Resources Management Environment • Office processes and procedures • Filing and document management processes • Payroll Administration Skills & Abilities • Attention to detail • Communication • Problem-solving • Customer service orientation • Interpersonal skills • Initiative • Flexibility • Integrity • Accountability • Good data capturing skills • Excellent MS Office/Intranet/Internet • Planning, organising and follow up • Confidentiality MAIN AREAS OF RESPONSIBILITY • Create and maintain employee files for all existing and new Employees • Add new material to file records, and create new records as necessary • Enter document identification codes into systems in order to determine locations of documents to be retrieved • Sort or classify information according to the HR Checklist and file template, and by surnames • Maintaining payroll information by collating, calculating and entering data • Updating payroll records by entering any changes to employee information or benefits such as job title changes, exemptions and saving deductions • Answering any employee payroll queries • Review and calculate S&T claims • Find and retrieve employee information from files in response to requests from authorised users • Create and maintain a register for recording of any employee records or documentation filed, removed and returned • Track materials removed from files in order to ensure that borrowed files are returned and ensure a register has been signed for the removal of information • Ensure all employee records are up to date by collecting all relevant materials from any party that must be filed • Scan or read incoming materials in order to determine how and where they should be classified or filed • Place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information • Assign and record or stamp identification numbers or codes in order to index materials for filing • Handle all queries (including audit) related to records and files • Modify and improve filing systems, or implement new filing systems • Perform monthly inspections of materials or files in order to ensure correct placement, legibility, and proper condition • Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage according to file maintenance guidelines and/or legal requirements • Operate mechanised files that rotate to bring needed records to a particular location • Design and maintain forms related to filing systems • Retrieve documents stored in microfilm or microfiche and place them in viewers for reading • Perform any other relevant administrative support function for the directorate • Provide all administrative support to HR Department i.e. travel management, procurement, meeting management Employee Records Management • Recording and signing off documents going to other departments and been submitted to HR • Follow up on the return of documents removed from files • Maintain records, reports, or files • Maintain inventory of office forms • Maintain legal forms • Organise documents and records • File or retrieve paper documents and related materials • Track and collect information that is required for the files from all relevant parties Documenting/recording information • Entering, transcribing, recording, storing, and maintaining information in written or electronic/magnetic form • Create file front page (tick list for all information that is required) for all hardcopy files • Up to date signed and counter signed register of requested documentation • Follow up on the return of information removed from files within one week of removal from the relevant file File Management • HR database information must be 100% accurate at all times • Personnel files are up to date and accurate at all times • Establish files control to eliminate loss of documentation • Implement HR Risk Management plan including: eliminating all risks pertaining to HR Administration, employee data, confidentiality and loss of documents • Auditing file Processing information •Compiling, coding, categorising, calculating, tabulating, auditing, and verifying documentation and data: • Organise reference materials • Classify documentation according to content or purpose Administrative Management • Provide all administrative support to HR Department i.e. travel management, procurement, meeting management • Create and maintain employee files for all existing and new Employees • Add new material to file records, and create new records as necessary • Enter document identification codes into systems in order to determine locations of documents to be retrieved • Sort or classify information according to the HR Checklist and file template, and by surnames • Find and retrieve employee information from files in response to requests from authorised users • Create and maintain a register for recording of any employee records or documentation filed, removed and returned • Track materials removed from files in order to ensure that borrowed files are returned and ensure a register has been signed for the removal of information • Ensure all employee records are up to date by collecting all relevant materials from any party that must be filed • Scan or read incoming materials in order to determine how and where they should be classified or filed • Place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information • Assign and record or stamp identification numbers or codes in order to index materials for filing • Handle all queries (including audit) related to records and files • Modify and improve filing systems, or implement new filing systems • Perform monthly inspections of materials or files in order to ensure correct placement, legibility, and proper condition • Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage according to file maintenance guidelines and/or legal requirements • Operate mechanised files that rotate to bring needed records to a particular location • Design and maintain forms related to filing systems • Retrieve documents stored in microfilm or microfiche and place them in viewers for reading • Perform any other relevant administrative support function for the directorate KEY RELATIONSHIP INTERFACES Internal Relationships - other than reporting lines (manager and subordinates). • All directorates A detailed Curriculum Vitae (CV), with three references must accompany the application and a fully completed application for employment form obtainable on www.nda.org.za must be emailed to careers@nda.org.za. Correspondence will be limited to shortlisted candidates only. Preference will be given to candidates whose appointment will promote NDA Employment Equity targets. NB: Use the job reference as a subject line (heading of the email application) e.g. Reference no: 2022HRRAA01 for the HR position and 2022COSEC01 for the second position. An email without the reference number as a subject/heading will be disqualified. Please ensure that the reference number is written the same way as in the advert. Failure to submit a detailed CV, fully completed application form and comply with the application instructions above will result in the disqualification of your application. For enquiries regarding these positions, please contact Mr Nonhlanhla Zulu at Tel: 011 018 5632 or 0678394087. Should you not be contacted within two months of the closing date of this advert, please consider your application as unsuccessful. All candidates will be subjected to personnel suitability checks, qualification verification and competency assessment where required. Closing date: 13 September 2022.
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