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PASSENGER RAIL AGENCY OF SOUTH AFRICA (PRASA) – COMMITTEE SECRETARY
PASSENGER RAIL AGENCY OF SOUTH AFRICA (PRASA)
JOB TITLE: Committee Secretary
SALARY GROUP: Junior Official
LOCATION: PRASA Corporate
DEPARTMENT: Group Company Secretariat
POST NUMBER: TBA
REFERENCE: R&S/CS/GCS/193
DEPARTMENTAL MISSION: To support the Company Secretary in ensuring that the Organisation comply with statutory regulations and legislation. Responsible for the administration and governance of 5 sub- committees of the Group Executive Management, including planning and administration of meetings (approximately 20 meetings per quarter)
OUTPUTS:
Governance and Compliance:
• Facilitate and monitor deadlines and the submission of major documents and agreements between PRASA, Government and National Treasury, to ensure timeous submission, in order to comply with legislative requirements (particularly the Performance Agreement of PRASA with the Department of Transport)
• Facilitate the arrangements and administration for the Annual General Meeting and Extraordinary meetings in terms of PFMA timing
• Communicate with Executives in writing requesting information needed for the Annual Report
• Assist in drafting the Director’s and Chairman’s reports
• Monitor to update the Declaration of Interest document in respect of Executive Committee members, and update the documents
• Facilitate the evaluation process (self-assessment tool/survey) of the Group Executive Committees to determine compliance within their Terms of Reference
• Compile a report consolidating the responses to the evaluation and submit to the Company Secretary for perusal, prior to forwarding to the Administrator
• Ensure that Resolutions taken by the Group Executive Committees are communicated to relevant parties
• Follow up with relevant parties on Matters Arising/Resolutions taken at previous meetings in order to monitor progress and escalate as necessary
• Communicate with Executives of the sub- committees to ensure that the Terms of Reference are up to date, and submit to the Accounting authority for approval
Communication
• Communicate with Executives and provide information in respect of meetings to be held
• Obtain confirmation of attendance at meetings
• Communicate with the Facilities department to ensure that documentation for meetings is delivered timeously to Committee members
Administrative Support
• Serve as point of liaison for the annual audit and ensure provision of information as requested
• Ensure that copies of documents are available for audit
• Organise, facilitate and attend five sub -committees of the Group Executive (Governance Committee, Revenue Enhancement and Cost Containment Committee, Safety & Security Management Committee, Service Recovery Committee and Capital Programme and Modernisation Committee)
• Communicate with relevant parties regarding information needed for the meetings
• Draft the Agenda and Notice for meetings and submit to the Company Secretary prior to distribution
• Attend meetings, take minutes and transcribe for record and audit purposes
• Ensure that Resolutions are documented and communicated to relevant parties/Executives
• Monitor, document and follow up on Action Points/Matters Arising from meetings, by email and verbally, and escalate if documentation is not received timeously
• Circulate minutes of meetings for editing and finalisation and follow up to ensure sign off of minutes at the following meeting
• Coordinate the submission of documents/ information to create comprehensive and complete Board packs containing all information needed, for submission to committee members timeously
• Responsible for Quarterly reports and record keeping
• Ensure that Resolutions taken by the Group Executive Committees are communicated to relevant parties
• Follow up with relevant parties on Matters Arising/Resolutions taken at previous meetings in order to monitor progress and escalate as necessary
• Communicate with Executives of the sub- committees to ensure that the Terms of Reference are up to date, and submit to the Accounting authority for approval
Communication
• Communicate with Executives and provide information in respect of meetings to be held
• Obtain confirmation of attendance at meetings
• Communicate with the Facilities department to ensure that documentation for meetings is delivered timeously to Committee members
Administrative Support
• Serve as point of liaison for the annual audit and ensure provision of information as requested
• Ensure that copies of documents are available for audit
• Organise, facilitate and attend five sub -committees of the Group Executive (Governance Committee, Revenue Enhancement and Cost Containment Committee, Safety & Security Management Committee, Service Recovery Committee and Capital Programme and Modernisation Committee)
• Communicate with relevant parties regarding information needed for the meetings
• Draft the Agenda and Notice for meetings and submit to the Company Secretary prior to distribution
• Attend meetings, take minutes and transcribe for record and audit purposes
• Ensure that Resolutions are documented and communicated to relevant parties/Executives
• Monitor, document and follow up on Action Points/Matters Arising from meetings, by email and verbally, and escalate if documentation is not received timeously
• Circulate minutes of meetings for editing and finalisation and follow up to ensure sign off of minutes at the following meeting
• Coordinate the submission of documents/ information to create comprehensive and complete Board packs containing all information needed, for submission to committee members timeously
• Responsible for Quarterly reports and record keeping
KNOWLEDGE:
• Sound knowledge of Committee procedures
• Knowledge of record keeping and administrative
• Sound knowledge of the business environment, the relevant role players within the business
• Sound knowledge of the relevant legislation applicable to PRASA
• Knowledge and understanding of the company policies and procedures
SKILLS:
• Good organisational
• Good communication, written and verbal
• Advanced Computer skills
• Coordination
• Planning and organizing
• Excellent time Management
• Administrative
ATTITUDES:
• Accuracy and attention to detail
• Confidentiality
• Honesty and integrity
• Professionalism
• Customer focused
• Result driven
• Reliable
• Ability to stay calm and tactful under pressure
• Independent
• Follow-through
• Telephone etiquette
• Tenacity
• Self- starter
CAPABILITIES:
MINIMUM REQUIREMENTS:
• Business Administration Diploma or Paralegal Diploma
• CIS qualification would be advantageous
• Corporate Governance and/or Compliance qualification would be advantageous
EXPERIENCE
• 3 years exposure to Company Secretarial duties having taken minutes at committee meetings, preferably at Board Committee and Executive level
• 5 – 6 years overall experience in minute taking at meetings
Please apply by completing an internal application form and submitting this together with your complete CV to: Manager: Recruitment & Selection: PRASA, Private Bag X101, Braamfontein, 2017, Or 2nd Floor Room 224 West Wing, 1040 Burnett Street, PRASA House, Hatfield 0002.
For the attention of: Katleho Musa or e-mail kmusa@prasa.com
CLOSING DATE: 30th November 2020
Should you not hear from us within three (3) months from the closing date, please consider your application unsuccessful.
ISSUED BY SENIOR MANAGER RECRUITMENT AND SELECTION
As per PRASA Employment Equity Plan, this position is earmarked as follows:
MALE: African, Indian, Coloured, White
FEMALE: African, Indian, Coloured, White