Job purposeTo provide administrative and governance support to the Director: Governance, Legal and Secretariat,and the Board of Trustees to enable the effective discharge of duties in carrying out the mandate of the organisation. Develop and Implement procedures to ensure effective:• Compilation and distribution of documents including minutes for meeting packs;• Filing, indexing and up-to-date maintenance of all Board documents on SharePoint;• Assist with general administration on Board activities and provide assistance in the organising ofBoard and Board Committee meetings, events and associated activities as instructed by theDirector: Governance, Legal and Secretariat; and• Administration of Board member Claims and fees
 
Key Performance Areas:1. Provide administrative support to the Director: Governance, Legal and Secretariat.• Preparing for and organising meetings. This entails the logistics surrounding the venue, gettingBoard members to meetings on time, etc.; compiling, finalising and distributing the Board packs;filing, indexing, maintenance and retrieval of Board meeting documents on/from SharePoint;archiving of important legal documents; and all general administrative activities as instructed bythe Director: Governance, Legal and Secretariat.• Take lead in the organising of Board and Board Committee meetings, and ensure that quorumexist for those meetings.2. Assist the Director: Governance, Legal and Secretariat in providing administrative services tothe Board and Board Committees.• Preparing for and organising meetings. This entails drafting all Board and Board Committeemeeting agendas, compiling and finalising information / document packs, organising the logisticsfor the meeting, corresponding and following-up with Board and Board Committee members onlogistics (regarding attendance, needs, feedback, etc.).• Setup Board and Board Committee preparatory meetings. Chair the preparatory meetings andensure that all EXCO members are aligned with the agenda and the matters arising.• Guide EXCO with Board and Committee meeting processes and procedures. This includes advisingthem on the report submission deadlines and timelines of the distribution of Board and Committeemeeting packs so that they can prepare and submit their reports in accordance with the deadlines.Quality assure and edit Board and Committee meeting submissions from EXCO where applicable.• Record minutes and draft accurate minutes of the Board Committee meetings.• Accurately Draft Board and Committee meetings resolutions and matters arising, as well as toensure that they are circulated and reported on by the respective Directors on a timeous basis• Ensure that minutes are signed by relevant authorities and minute books are updated.Page 3 of 53. Assist in the logistics of registering the Trustees with the Master of the High Court.• Execute instructions (including errands) with regards to appointments, retirements, resignationsand removal of Board Members.• Register Trustee Changes with the Master of the High Court, as instructed by the Director:Governance, Legal and Secretariat.4. Assist in proving required and requested information to the Presidency.• Co-ordinate training and Compile formal submissions of compliance related documents (plans,budgets, Board minutes, annual financial statements, etc.) as mandated by calendar schedulesand on instruction by the Director: Governance, Legal and Secretariat.5. Develop an Annual Board Calendar.• Develop an Annual Board Calendar and ensure that meetings are held in accordance with thecalendar.6. Assist the Director: Governance, Legal and Secretariat in establishing and implementing a BoardTraining and Development Programme.• Develop a Board Training and Development Programme and ensure that Board members areinvited and attend the relevant training suitable to their training needs.7. Implement and manage the risk management process.• Assist the Director Governance, Legal and Secretariat with implementation and monitoring of therisk management process and plan that supports the organisation’s strategy.8. Compliance, Monitoring and Reporting (Including Risks).• Assist the Director: Governance, Legal and Secretariat, and Corporate Legal Manager withmanaging legal and contractual issues with partners and suppliers as instructed by the Director:Governance, Legal and Secretariat.• Follow up to ensure that suppliers deliver to SLAs.• Compile database of the relevant legislation.9. General Administration.• Up-to-date maintenance of Board, Board Committees, and other stakeholder Database andmailing lists.Page 4 of 5• Assist/execute and maintain a filing and document management system for the Board Secretarialfunction.• To assist with general administration and secretariat support on Board Secretariat activities.10. Board Emoluments.• Responsible for processing remuneration and travel cost of the board members.11. Budget Management.• Assist the Director: Governance, Legal and Secretariat with developing the annual budget andmonitoring expenditure against the budget for the Board Secretariat