Divisional Deputy Company Secretary at Transnet

Position Purpose:

• TNPA Company Secretariat to provide a full statutory compliance function to 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 from the Company Secretariat.
• 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 com an 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 & Experience:

• Diploma / National Diploma in Legal related qualification is required
• Registration with relevant professional body where relevant
• Minimum of 5 - 8 years' work experience in the similar role
• At least 6 months supervisory exposure
• 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
• Drivers Licence code B / EB

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 and the ability to multitask
• Conversion of audio into text, the first of the important skills that transcribers need to have is an enhanced ability to listen
• Fast and accurate typing 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 pre-read the 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
• Working knowledge of codes, standards, and regulations
• Knowledge of regulaton/ requirements, procedures and legislative process
• 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:

• Energy - is a "self-starter" and 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 (relevant to meetings) with competing priorities and conflicting demands and deadline.
• Able to action and follow through.
• 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 skill
• Must be able to work independently as well as part of a team in a multidisciplinary environment
• Excellent verbal and written skills, able to present ideas with confidence and clarity to achieve the desired impact.
• Copes under pressure and is able to influence those who have an impact on the situation
• Confidentiality
• Customer focussed
• Interpersonal sensitivity
• Patience
• Attention to detail
• Logical thinking
• Information seeking
• Adaptable
• Tenacity
• Accuracy
• Networking