Admin Officer – Company Secretary’s Office Grade: C2 needed at South African Maritime Safety Authority

JOB PURPOSE

• To provide administrative support to the Company Secretary and the Deputy Company Secretary in respect of compliance with governance processes and administrative matter relating to the Board of Directors and Governance Committees.

KEY PERFORMANCE AREAS

• Administrative and office support such as answering and screening telephone calls, handling queries receiving and directing visitors, filing, faxing, typing of documents, and printing thereof, sorting, and filing of documents, control and purchase of office requirements, arrange for maintenance on office equipment, maintain the office diary, courier documents/packs.
• Keep record of communication from and to the Office of the Company Secretary.
• Liaise with staff in other Departments and external stakeholders, maintain inventory, providing information to callers. Processing of managers and all staff S & T claim, mileage claims and travel requisition (follow up on progress).
• Assist in the coordination of internal and external events for the Company Secretary including meetings and events between the Chairperson of the Board, the CEO, and other Board/Committee members.
• Help the Assistant Company Secretary in preparing and sending out notices for meetings, attend meetings, take minutes, and keep notes.
• Compile Board, Board Committees and EXCO packs, update Board members’ details and keep records, file minutes and other documents in a systematic way.
• Effectively manage all local and international travel arrangements through submitting relevant documentation to travel department, ensure approval of trips, airline, car hire, accommodation and reconciliation of expenses and travel claims. Book boardroom and conference facilities for meetings, conferences, and seminars.
• Processing of financial transactions and procedures (invoices, receipts, payments, etc.), invoice control, assist with compiling of the budget, ensuring that office stays within budget, prepare expenditure summary for the office of the Company Secretary, control of stock and buying and forwarding invoices for payment.
• Facilitate payments for Board and Subcommittee members, suppliers and contractors, procurement of stationery, office furniture and equipment.

MINIMUM REQUIREMENTS

Qualifications

• Higher Certificate (NQF Level 5) in Legal/Corporate Governance or any relevant qualification
• Diploma (NQF Level 6) in Legal/Corporate Governance or any relevant qualification will be an added advantage.
• Corporate Governance Institute South Africa (CGISA) qualification will be an added advantage.

Knowledge and Experience

• 5 – 7 years’ experience in administration of Governance Committees.
• Experience in Company Secretary administration will be an added advantage.
• Knowledge and understanding of Public Sector Legislation (specifically Finance Management Act and Treasury Regulations), as well as relevant legislations.
• Legislative knowledge (Companies Act, Constitution of SA)

Competencies

High levels of competence on the skills below is a requirement:

• Minute taking skills.
• Drafting skills,
• Communication skills,
• Research skills,
• Solid administration and compilation skills
• Sound skills in co-ordination and administration of meetings.
• Reports writing skills.
• Extensive knowledge of relevant legislations
• Attention to detail and accuracy.
• Problem solving
• Relationship building
• Assertiveness