TRANSNET
DIVISIONAL DEPUTY COMPANY SECRETARY Operating Division: Transnet NPA Employee Group: Permanent Department: HO,NGQ, R&R, Company Secretariat Location: Ngqura - HO Reporting To: Senior Manager: Office Of Port Manager Grade: G Position Purpose To provide support to the Company Secretary, TNPA Leadership and the TNPA Board and oversee the systems, procedures and processes by which the Operating Division is managed to ensure a high standard of Corporate Governance. Drive process to ensure that there is adequate record keeping of all relevant company documents as well as ensuring key decision of all governance structures are adequately recorded. Liaises with internal and external stakeholders regarding all requests for information relating to the business of TNPA and the Company Secretariat function to internal and external stakeholders. Provides direction to all TNPA businesses-based personnel tasked with performing company secretarial related functions. Position Outputs Develop and implement a best practice model in respect of the Company Secretariat Function. Provide assistance to the TNPA Company Secretary with duties as assigned including development of company secretariat related strategies and operational plans. Monitoring legislative, regulatory and corporate governance developments that might affect Transnet National Ports Authority. Ensure effective Exco and all Exco sub-committee meetings by coordinating the preparation of agendas for meetings, review agendas for accuracy in consultation with the Chairman of the Committees. Facilitate the process to dispatch information timeously to all members and attendees. Accurately record meeting discussions. Provide assistance to Company Secretariat in the management of Corporate Governance Processes such as Delegations of Authority; Code of Ethics; Gifts, Non-Executive Directorship and Trusteeship of Transnet SOC Ltd Employees Policy; Declaration of Interests Policies. Monitor and advise in relation to corporate governance. Ensure compliance with statutory provisions relevant to the Companies Act. Review, update and maintain the terms of reference/ mandates for the subcommittees of the Executive Committee ("EXCO"). Ensure compliance with statutory provisions relevant to the Companies Act and the King Code and Report on Corporate Governance. Monitor the performance and effectiveness of EXCO and its subcommittees. Draft and keep proper records of Special Delegations of Authority from the TNPA Chief Executive Officer to members of the TNPA Executive Committee, and others, and maintaining a line of sight to ensure that the relevant authority was correctly delegated. Compilation of training material for purposes of creating governance awareness throughout TNPA. Development and maintenance of an effective records management system to ensure safe record keeping and to provide an accessible resource hub for TNPA from a company secretariat perspective. Ensure that TNPA remains compliant with applicable standards of corporate governance and has the necessary infrastructure to support the governance rationale and governance framework. Ensure that there is an annual review of terms of reference of committees so that they remain effective and legally constituted and the membership is regularly refreshed. Ensuring appropriate, robust action plans are in place to address the findings of governance reviews and that these are effectively monitored as part of performance management arrangements. Take corporate responsibility for the formulation and implementation of a framework for the development and management of TNPA-wide procedural documents (policies, procedures, protocols and guidance) and to ensure its implementation. Qualifications and Experience: • LLB Degree or related qualification is required • Registration with relevant professional body where relevant will be an added advantage. • Minimum of 5 years' work experience in the similar role • A proven track record of development, implementation and monitoring of performance. Other requirements: • Willing to work extended working hours • Willing to travel extensively locally and/or internationally if required • Desktop skills and presentation Competencies: Knowledge: • Good governance knowledge, company secretarial and administrative practices PFMA as amended • National Ports Act and all applicable law for discharge Company Secretariat • Excellent communication skills: written, verbal and presentation skills • Strong problem solving and analysis skills • Strong teamwork and interpersonal skills • Ability to interact in a professional manner with customers • Knowledge of key company business practices and processes Skills and judgment: • Minute taking is a challenging and specialist function requiring specific skill sets. • Conversion of audio into text, the first of the important skills that transcribers need to have is an enhanced ability to listen • Excellent planning organising skills • Excellent command over language - both formal as well as colloquial, grammar, and punctuation. • Knowledge of how to format text into the prevailing TNPA standards • Ability to compile and quality check the meeting pack prior to any statutory meetings • Exhibits sound judgment and professionalism in all aspects of the position • Able to differentiate between conflicting priorities and issues to identify underlying causes • Demonstrated ability to manage multiple tasks and assess priorities effectively • Managing change, resources, communication, time management, delivery in a high pressurised environment and interfaces to achieve results • Identifying continuous improvements in the Company Secretariat function to the organization and ensuring that viable solutions are accepted and implemented. • Minimum of 95% accuracy of minutes and action items Attributes: • Displays high levels of initiative, energy and enthusiasm. • Practical Implementation Skills • Able to plan, organise and co-ordinate in situations involving groups with diverse viewpoints. • Able to manage the implementation of a number of complex tasks with competing priorities and conflicting demands and deadline. • Able to adjust plans without losing site of the desired goals to be achieved. Interpersonal and Communication Skills • Must have a balanced personality with excellent communication and interpersonal skills • Must be able to work independently as well as part of a team in a multidisciplinary environment • Copes under pressure and is able to influence those who have an impact on the situation • Confidentiality • Attention to detail • Logical thinking • Information seeking • Tenacity • Accuracy • Networking Equity Statement Preference will be given to suitably qualified Applicants who are members of the designated groups in line with the Employment Equity Plan and Targets of the Organisation/Operating Division. APPLY NOW
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