Our client is seeking a highly qualified and experienced Managerial Committees Secretariat. The ideal candidate will ensure all committees adhere to approved Terms of Reference (ToRs) and charters, and will be responsible for organising notices, agendas, minutes, resolutions, attendance reports, and other compliance documentation.Key Responsibilities:Improve and track Corporate Calendar for legislated reporting deadlines.Re-preparation, improving, and filing of all related documents for Management Committee meetings.Ensure meetings are scheduled and held in accordance with the Corporate Calendar.Prepare Management Committees agenda and meeting packs for meetings.Attend meetings and ensure all meetings have a quorum, members declare their interest (based on agenda), and scribe or take minutes for the Management Committee as well as for any other governance structures at the request of the entity.Circulate meeting resolutions and action items, and follow up on completion of action items.Serve as an internal liaison between the CEO and Management when required.Draft Decision and Action logs/matters arising and circulate within 24 hours of the meeting.Assist management to follow up on actions items to update the schedule for reporting at the next meeting and ensure that resolutions taken at Committee meetings are implemented by management.Draft the Committees round robin resolutions and facilitate signature thereof by all members where applicable.Draft agendas in liaison with Chairpersons of Management Committees and CEO for inputs.Monitor action items to ensure that items carried forward are included in the next meetings' agendas and ensure that agendas are aligned to the approved Management Committees work plans and corporate calendars.Assist with Electronic packs compilations and circulation.Ensure that minutes are signed by the Chairpersons on approval, including the Round Robin Resolutions and Decision Logs.Prepare submission packs, agendas, signed minutes, and conflict of interest declarations of all meetings concerned, as per scope of the SLA to be signed.Ensure timeous distribution of packs to all members before each meeting.Perform record-keeping of the Committee meetings and assist the Committees with administrative duties.Perfect the record of all minutes and recordings of all meetings held in the specified financial years and going forward.Liaise with chairpersons of Management and operational committees to schedule and ensure distribution of meeting documents.Ensure that Management Committees meetings minutes are drafted and shared within three days for inputs and finalized and filed within reasonable periods which should not exceed 10 days.Ensure transfer of skills to internal identified personnel and to all Executive Assistants, where available.Complete the assignment hand-over or close-out report at the end of the appointment period in this regard.Requirements:A degree in Commercial Law or equivalent qualifications, a Governance Institute's membership, and a minimum of five (5) years of Management or Governance Committees experience, knowledge, and understanding related to the field.Experience gained in similar environments like in a public entity will be an advantageous.Strong management and administrative skills.In-depth knowledge of Corporate Governance Principles, relevant Codes and Legislation, particularly the Skills Acts, Public Finance Management Act and King IV, plus Quality Management and Presentation are viewed as critical in this role.
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