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SOUTH AFRICAN POST OFFICE (SAPO) – BOARD- ADMINISTRATOR
SOUTH AFRICAN POST OFFICE (SAPO)
INTERNAL & EXTERNAL
Job Title: BOARD- ADMINISTRATOR (C3)
(Position based in NPC, Pretoria)
Reports to: Company Secretary
Summation
To assist Company Secretarial team in providing administrative support and overseeing the day to day coordination of the office of the Company Secretary
Key Responsibilities
• Maintain an update register for governance documents (Charters, Terms of Reference, Policies, Procedures, Frameworks, etc.)
• Assist with the review of Charters and Terms of reference
• Compile Board Meeting Calendar, update and maintenance thereof
• Completion of claim forms for Board Members and keep a record of the information, communicate payments or status of claims made by Board members to the Finance Department and the relevant Board members,
• Manage the logistical arrangements for meetings/meeting arrangements including notices, travel, other logistical arrangements (accommodation, catering, venue hire, car hire, flights, etc.)
• Responsible for all aspects of planning meetings: Prepare attendance registers for meetings, Assist with the preparation of agendas, compiling meeting documentation/packs and prepare hard copy meeting packs for filing and audit purposes
• Track implementation of Board resolutions and Committee Charters/Terms of reference, Ensure that the resolution register is up to date.
• Assist with the formulation of accurate resolutions of Board (including Board Committee) and Executive Committee
• Attend meetings whenever required and provide professional secretariat services by accurately recording the minutes and ensure that the minutes are signed and filed accordingly.
• Provision of the administrative support to the Company Secretary
• Maintain a database of Board communication/documents with various stakeholders
• Manage the filling system (electronically and manually of all board and management activities
• Assist by responding to requests for information and documents from the company’s internal and external auditors, regulators, and other stakeholders
• Assist in monitoring the budget for Board meetings and events
• Co-ordinate Board and Committee performance evaluations on an annual basis
• Co-ordinate the annual submission/update of Declaration of Interests by Board Members and the filing thereof
• Assist with the preparation of the induction packs for all new Board Members
• Assist with the scheduling of the induction process for all new Board Members (including liaising with the relevant business areas to ensure introductory meetings)
• Assist with the assessment of specific training needs of Board Members regarding fiduciary/governance responsibilities and Co-ordinate Board ongoing training & development
• Provide other related support/Adhoc services as and when required
Minimum Requirements
• Bachelor’s Degree in Administration/Management. (NQF 7)
• 4-5 years relevant experience (exposure to corporate governance and Company Secretariat).
• Extensive experience in Minute Taking (Critical)
Knowledge and understanding of: • Corporate Governance and Ethics; Interpreting, and communicating procedures, policies, information, ideas and instructions; Meeting procedures; Organising and events management, Report writing, Filing system design, Project management (principles, practices, techniques and tools),Organisational development, management techniques and good business practices, Financial Management ,Quality Management Systems (e.g. ISO standards), Value Chain Management, Risk and Compliance management, Relevant statutes, rules and regulations.
Skills and Attributes: •Computer literate (Ms Word, Excel & PowerPoint), Strong organisational skills, effective time management within a fast paced work environment, Advanced verbal and written communication and presentation skills, Meticulous attention to detail, Ability to apply independent judgment, discretion and initiative to address problems, Ability to identify and resolve problems in a timely manner by gathering and analysing information and maintaining confidentiality, Must be able to operate independently with minimal supervision, as well as in a team, Planning, Coordination &Implementation skills, Flexibility and willingness to perform a variety of tasks, Good listening skills, Strong Interpersonal skills, Report writing skills, Telephone etiquette, Conflict resolution and/or mediation skills, Influencing and Negotiation skills, Decision making skills, Accurate numerical computations skills, Resilience, Integrity and Judgement, Decision Making, Adaptable to change, Initiative, creativity and Innovation, Relationship Building, Business Acumen, Organisational awareness, Learning Agility.
• Assist with the formulation of accurate resolutions of Board (including Board Committee) and Executive Committee
• Attend meetings whenever required and provide professional secretariat services by accurately recording the minutes and ensure that the minutes are signed and filed accordingly.
• Provision of the administrative support to the Company Secretary
• Maintain a database of Board communication/documents with various stakeholders
• Manage the filling system (electronically and manually of all board and management activities
• Assist by responding to requests for information and documents from the company’s internal and external auditors, regulators, and other stakeholders
• Assist in monitoring the budget for Board meetings and events
• Co-ordinate Board and Committee performance evaluations on an annual basis
• Co-ordinate the annual submission/update of Declaration of Interests by Board Members and the filing thereof
• Assist with the preparation of the induction packs for all new Board Members
• Assist with the scheduling of the induction process for all new Board Members (including liaising with the relevant business areas to ensure introductory meetings)
• Assist with the assessment of specific training needs of Board Members regarding fiduciary/governance responsibilities and Co-ordinate Board ongoing training & development
• Provide other related support/Adhoc services as and when required
Minimum Requirements
• Bachelor’s Degree in Administration/Management. (NQF 7)
• 4-5 years relevant experience (exposure to corporate governance and Company Secretariat).
• Extensive experience in Minute Taking (Critical)
Knowledge and understanding of: • Corporate Governance and Ethics; Interpreting, and communicating procedures, policies, information, ideas and instructions; Meeting procedures; Organising and events management, Report writing, Filing system design, Project management (principles, practices, techniques and tools),Organisational development, management techniques and good business practices, Financial Management ,Quality Management Systems (e.g. ISO standards), Value Chain Management, Risk and Compliance management, Relevant statutes, rules and regulations.
Skills and Attributes: •Computer literate (Ms Word, Excel & PowerPoint), Strong organisational skills, effective time management within a fast paced work environment, Advanced verbal and written communication and presentation skills, Meticulous attention to detail, Ability to apply independent judgment, discretion and initiative to address problems, Ability to identify and resolve problems in a timely manner by gathering and analysing information and maintaining confidentiality, Must be able to operate independently with minimal supervision, as well as in a team, Planning, Coordination &Implementation skills, Flexibility and willingness to perform a variety of tasks, Good listening skills, Strong Interpersonal skills, Report writing skills, Telephone etiquette, Conflict resolution and/or mediation skills, Influencing and Negotiation skills, Decision making skills, Accurate numerical computations skills, Resilience, Integrity and Judgement, Decision Making, Adaptable to change, Initiative, creativity and Innovation, Relationship Building, Business Acumen, Organisational awareness, Learning Agility.
Contacts
The South African Postbank SOC Limited is committed to the achievement and maintenance of diversity and equity in employment, especially with regard to race, gender and disability. In compliance with the banks employment equity plans, first preference will be given to candidates from designated groups. Correspondence will be limited to short listed candidates only.
If you wish to apply, and meet the minimum requirements please forward your Curriculum Vitae (CV) to RecruitmentSM@postbank.co.za.
Please indicate in the subject line the position you are applying for.
Closing date: 10 November 2020
Position numbers: 60066853
Cost Centre: 50800
If you do not hear from the South African Postbank SOC Limited or its Agent within 3 months of this advertisement, please accept that your application has been unsuccessful. The South African Postbank SOC Limited reserves the right not to fill the positions or to re- advertise the positions at any time.