Company Secretary

JOB TITLE: COMPANY SECRETARY

CONTRACT TYPE: 5 YEARS FIXED TERM CONTRACT

JOB GRADE: COMPETITIVE SALARY ALIGNED TO NHBRC SALARY GRADES

REPORTING TO: CHAIRPERSON OF THE COUNCIL/CHIEF EXECUTIVE OFFICER

LOCATION: CENTRAL OFFICE, SUNNINGHILL JHB

KEY DELIVERABLES

Reporting functionally to the Chairperson of the Council and Administratively to the Chief Executive Officer, the Company Secretary is responsible to provide strategic leadership, optimal governance delivery, legal advisory and administrative support to Council, its Committees, Executive Committee and Management Committees and the overall management of the Secretarial section.

The Individual will primarily be responsible for, but not limited to the following:

• Compilation of Council, Council Committees and Sectional budgets.
• Monitoring implementation of financial controls and budget management within the Secretariat section.
• Compile variance reports for management accounts in relation to sectional transactions.
• Monitoring the procurement process for the section to ensure compliance with the legislation and internal policies e.g. (PFMA, PPFA and BBBEE).
• Ensure appropriate office assets and equipment management.
• Develop and maintain the resolution book (database of decisions taken by Council, Council Committees and Management Committees).
• Ensure the filtering of the decisions to relevant management structures and implementation and compliance with decisions of various structures of Council.
• Ensure the quality of secretariat reports and Council and Committees meeting packs.
• Manage the dissemination of accurate information to stakeholders.
• Manage all arrangements for the Council and sub-committee meetings, including compilation of agenda packs for the meetings, minutes-taking and recording at meetings, compilation and distribution of accurate minutes and manual and electronic filing of all Council and Committees records.
• Handle all correspondence between the Council and stakeholders including the Shareholder and draft responses on behalf of Chairperson.
• Report on Council and Council committees’ activities as per Corporate Calendar to the Shareholder for oversight monitoring of the Council activities.
• Develop and review of Council committees and secretariat policies, procedures and all other governance frameworks regulating the functions and powers of Council, its Committees and Management Committees.
• Formulates the council agenda in consultation with the Chief Executive Officer and the Council Chairperson.
• Provides legal advice as and when required by the Council Chairperson and Chief Executive Officer.
• Ensures alignment and integration between Council responsibilities and executive management functions.
• Manages whistle-blowing procedures and Council information required under the Promotion of Access to Information Act 2000.
• Drafts contracts and agreements on behalf of the Council.
• Assist in resource management of the Council (recruitment of independent non-Executive members for Council structures) in line with Equity/Democratic diversity principles.
• Give strategic leadership and management of the secretariat section.
• Assist with development of performance contracts, conduct performance evaluation and assist with the training of subordinates.
• Develop effective record keeping system for section.
• Participate in risk assessment of the section and ensure implementation and development of controls to mitigate identified risks.
• Develop, maintain and implement code of conduct in secretariat, particularly with reference to the issue of confidentiality.
• Build client relationships by demonstrating professionalism, appropriate self-confidence, a facilitative communication style and constructive responses to client needs.
• Maintain positive interpersonal relationships with team members and others by demonstrating productivity, initiative and flexibility.
• Provide information and training to management on issues of governance, risk management and controls.
• Assist staff to attend the two-development training through development of Individual Development Programs.
• Educating and orienting personnel within the section on risk (coordination with risk management) and internal control concepts.
• Improvement of risk and control strategies within the section and at Council and its committees.
• Establish and maintain lines of communication and systems of reporting within organization.
• Reviewing of the organization’s processes, operations and goals.
• Mitigate new risks impacting on the operations of the sections introduced to the organization by technology and electronic commerce.
• Analyse operations for improvement in efficiencies and cost savings.
• Liaise with external auditor on matters which require the attention of Council, Chairperson or the Audit and Risk Management Committee.
• Execute ethical conduct in dealings with stakeholders and clients.
• Board/ Council Secretarial functions to the Council and its Committees

MINIMUM REQUIREMENTS:

• Degree in Law.
• Post Graduate Degree in Law.
• CGIS Board Membership as well as experience as a Company Secretary will be an added Advantage.
• Minimum 10 years Legal environment operational experience.
• Minimum 5-8 years Legal environment managerial experience.
• Minimum 5-8 Communication and Advisory Operational experience.

APPOINTMENT

The above-mentioned position will be offered on a 5-year fixed-term contract with a Total Cost to Company package.

ENQUIRIES:

Please note the following contact details are for enquiries about JOB CONTENT ONLY and NOT for application purposes. Ms. Bathabile Gabaza Tel: (011) 317 0142

CLOSING DATE: 20 June 2023

APPLICATION PROCESS:

Please email your CV to recruitment@nhbrc.org.za with “Company Secretary” in the subject line. Applicants are informed that correspondence will be limited to short-listed candidates only. If notification of an interview is not received within 1 month after the closing date, candidates may regard their application as unsuccessful.

Disclaimer: The National Home Builders Registration Council (NHBRC) will consider all applications in terms of alignment to the requirement of its Employment Equity Plan. The NHBRC reserves the right not to make an appointment. Candidates shall be subjected to appropriate psychometric testing and other selection instruments. In conjunction to merit on the basis of qualifications, experience and proven achievements the National Home Builders Registration Council is committed to providing equal employment opportunities for persons with disabilities and those individuals from the historically disadvantaged groups.