Secretariat Manager

Nefcorp; Sandton; On-site; ZAR 600,000 - 950,000; Full time

Job summary

A leading company in governance is looking for a Company Secretary to manage and ensure compliance with statutory requirements and corporate governance standards. This role involves advising Board members, managing performance feedback for the Secretariat team, and providing extensive administrative support. Candidates are expected to possess a legal qualification and a robust understanding of relevant legislation, along with at least 5 years of experience in a similar role.

Qualifications

• Minimum of 5 years’ experience in a secretariat unit.
• Strong understanding of the PFMA and relevant legislations.
• In-depth knowledge of Corporate Governance principles.

Responsibilities

• Manage the Secretariat function maintaining corporate governance compliance.
• Provide guidance on fiduciary duties and governance responsibilities.
• Facilitate communication between the Board and management.

Skills

Corporate Governance

Legal Compliance

Document Drafting

Stakeholder Engagement

Performance Management

Education

BCom (Law) or LLB

Job description

To support the Group Company Secretary in effectively managing the Secretariat function, with a focus on ensuring compliance with corporate governance standards and adapting to changes in the regulatory landscape. Furthermore, to manage team and individual performance in Secretariat. Also, to ensure full compliance with statutory and corporate governance requirements and oversee all organisational secretarial services.

• Serving as the primary point of contact for stakeholders and as authority, especially as regards matters of corporate governance.
• Support the induction, orientation and continuous professional development of Trustees and executive management, including identifying training needs and offering guidance on their fiduciary duties as well as governance and legal responsibilities.
• Administrative support to Board, Chairman & Board Committees.
• Facilitating a channel of communication between the Board, Board Committees & Executives.
• Providing the Board, Board Committees and Exco with detailed guidance on how their responsibilities should be properly discharged in the best interests of the organisation.
• Deliver training and guidance to employees on corporate governance matters to ensure they are informed of any changes or updates that may impact the organisation.

Meeting administration

• Assisting the Chairman and the CEO in determining the annual board plan.
• Assisting in formulating annual work plans for board committees and Exco.
• Co-ordination of all Board, Board Committee, EXCO Ops & EXCO IC meetings and Exco sub-committees meetings.
• Formulation of meeting agendas with the Chairman and/or the CEO and/or Committee Chairman and production of meeting packs for delivery.
• Drafter & custodian of minutes for governance structures of the organisation.
• Organize and schedule regular meetings, ensuring all logistics are efficiently managed.
• Ensure accurate recording, distribution, ratification and filing of meeting minutes in compliance with statutory requirements.
• Coordinate the calendar and set committee schedules in consultation with relevant chairpersons.
• Draft and maintain Committee Resolutions, compiling decisions for submission to the Board of Trustees and/or relevant subcommittees.
• Maintain meeting registers, ensuring all filing requirements are met in a timely manner and in accordance with legal standards, while safeguarding confidential documents.

Company Secretariat Functions

• Ensure adherence to relevant statutes and regulatory frameworks, including the Companies Act, King IV, the PFMA, National Treasury Regulations, the Registrar of Companies, and internal company policies.
• Collaborate with the Group Company Secretary to support the effective functioning of the NEF’s corporate governance and ensure compliance with all legal and regulatory requirements.
• Provide expert advice and detailed reports on compliance-related matters.
• Stay informed on emerging and forthcoming legislation and regulations that may affect the company’s operations.
• Monitor and interpret changes in corporate law and regulations, ensuring the company maintains compliance with all statutory obligations.
• Facilitate the review and updating of Charters and Terms of Reference for the Board and its subcommittees annually.
• Ensure that all statutory records are properly maintained, filed and documented.
• Provide general support for maintaining databases of information on Trustees, subsidiary companies, signing powers and other relevant matters.
• Implementation of a gifts register
• Review of policies which fall under the custodianship of the Secretariat Department at such intervals as is prescribed in the policies
• Ensure the effective communication of Board and committee decisions to relevant parties for implementation.
• Implement and oversee the management of declarations of interest and the resolution of conflicts of interest.
• Manage CIPC, PAIA returns and associated documentation.

People Management and leadership:

• Manage performance feedback and implement consequence management.
• Develop work plans and allocation of work, ensure outputs from team are of an acceptable standard
• Manage staff performance continuously to ensure maximum productivity and high staff morale.
• Identify skills gaps and provide training and development opportunities for team members.
• Resolve grievances raised by team members and escalate as and when required.

Experience / Skills Required

• Minimum of 5 years’ experience within a secretariat unit
• Strong understanding of the PFMA and relevant legislations
• In-depth understanding of Corporate Governance principles
• Sound knowledge of Company Secretarial practice and the administrative requirements.
• Experience in the legal, commercial and business environment.
• In-depth knowledge of all relevant statutes / regulations (e.g. the Companies Act, King IV, CIPC, etc.).
• Proven experience in accurately drafting minutes, resolutions and legal documents.
• Experience in a development finance / financial services sector
• Experience in engaging and advising Board members and high-level dignitaries.
• Thorough understanding of and ability to maintain high standards of ethics.

Qualification Requirements

• Legal qualification such as BCom (Law), BA (Law) or LLB

Personal Attributes/Behaviours/Attitudes

• Strong Business Acumen.
• Persistence and patience.
• Visionary leadership.
• Self-starter, driven and results orientated.
• Advanced communication and negotiation.
• Ability to motivate the workforce.
• Strong governance, risk management and compliance.
• High emotional intelligence and ability to work in a high-pressure environment.
• Strong writing skills and high attention to detail
• Excellent verbal and written communication skills
• Integrity
• Ethical
• Ability to work under pressure

The NEF is committed to the Employment Equity Act, and as such, the NEF will give preference to candidates from designated groups in terms of the EE Act and persons with disabilities.