PURPOSE OF THE POSITION

To manage the provisioning of secretariat functions to statutory and governance structures of the NWU through the effective

management of the Secretariat operations and staff.

KEY RESPONSIBILITIES:

Governance and support

·        Ensure compliance with legislation/statutory requirements/terms of reference in terms of committees’ activities and processes (including ensuring up to date terms of references, nominations and elections of committee members, adhering to meeting protocol, etc.) 

·        Assist with ensuring clean and transparent governance processes in general.

·        Assist and support Director with the development of policies and procedures where necessary to ensure good governance and assist Director with planning and organising corporate governance activities and strategies.

·        Review, innovate and improve departmental organisational design, procedures and workflows, and functions pertaining to governance matters.

Managing the secretariat function

·        Monitor and evaluate digital platforms and meeting management systems for effective and efficient meeting and meeting administration. 

·        Responsible for the analysis of impact of the applicable legislation and regulation to existing operating process, policies, procedures, standards and ensuring compliance as appropriate. 

·        In consultation with internal stakeholders have direct oversight of the development of the NWU’s year plan which informs university operations, academic and meeting calendar. 

·        Participate in CIGS management processes (including Policy and Procedure Review, quality processes, risk management processes, BCP processes, etc)

·        Develop and evaluate meeting administration processes and procedures. 

·        Implement effective and efficient committee administration processes.

·        Establish effective and efficient records management process for meeting records in collaboration with the Records, Archives and Museum department.

Committee Coordination Services

·        Render secretariat function to substantive governance structures (Council, Council Executive, RemCom).

People Management & Financial management

1.       Manage and supervise3 senior committee coordinators and manage 16 committee coordinators to ensure effective meeting administration.  

Activities include:

·        Adherence to decision-making protocol and procedures

·        Liaison with chairpersons regarding agendas

·        Monitoring and co-ordinating activities of the committees

·        Reviewing minutes and reports

·        Co-ordinating schedules and logistics for meetings 

·        Ensuring adherence to timeframes

·        Quality control of all minutes and agendas

2.       Manage and supervise support staff – 4x snr kitchen assistants and 1x departmental assistant

3.       Managing job descriptions, positions, staff, performance agreements-, reviews- and appraisals.

4.       Mentoring and skills development by empowering staff to render professional services. 

5.       Identifying skills and developmental gaps and ensuring that these gaps are being addressed properly.

6.       Ensuring a work-life-balance for all employees by working closely with the Wellness Office and People and Culture department.

7.       Compile the Secretariat subdepartment’s annual budget. 

8.       Manage expenditure within approved parameters and partake in regular variance discussions with Line manager and Financial Accountant.

9.       Ensures that financial administration procedures are correctly followed and that actual costs against budget are monitored.

10.    Maintain oversight and management of suppliers and contractors as pertaining to the post.

·        A bachelor’s degree with specialisation in Governance/Management Administration (NQF level 7).

·        A minimum of five (5) year’s meeting administration experience.

·        A minimum of three (3) year’s supervisory experience

ADDED ADVANTAGE

·        A short course in Public Administration and/or Governance.

·        Membership with the Community of Secretariat Practice.

·        A short course and experience in records management

·        Experience in the university environment

FUNCTIONAL / TECHNICAL COMPETENCIES (KNOWLEDGE AND SKILLS)

·         Knowledge of governance processes and applicable legislation (South African Higher Education Act, the NWU Statute, King IV)

·         Meeting administration processes and procedures

·         Knowledge of records management

·         Experience of high-level minuting and report writing 

·         Financial Budget/ management 

·         Leadership skills 

·         People management and staff development  

BEHAVIOURAL COMPETENCIES

·        Excellent written and verbal communication 

·        Customer/client orientation

·        Relationship building/networking/ building interpersonal relations

·        Project Management 

·        Analytic and Problem solving 

·        Initiating action 

·        Organising and planning

·        Accuracy and attention to detail 

·        Results focused 

·        Teamwork 

·        High work standards

·        Ethical conduct/ ability to maintain high levels of confidentiality 

·        Maintain strict deadlines

·        Flexibility 

REMUNERATION

The annual total remuneration package will be commensurate with the level of appointment as advertised and in line with the NWU policy guidelines.

ENQUIRIES REGARDING JOB CONTENT MAY BE DIRECTED TO:                                      Ms Amanda van der Merwe on 0182994607

ENQUIRIES REGARDING RECRUITMENT PROCESS MAY BE DIRECTED TO:                      Ms. Goitsemang Ntsoelengoe on 0182992752

CLOSING DATE:                                                                                                                    06 September 2024

PLANNED COMMENCEMENT OF DUTIES:                                                                            As soon as possible

Kindly take note: applications must be submitted online through the official nwu vacancy website.

Incomplete applications and those submitted through any other platform will not be considered.

The University subscribes to and applies the principles of Employment Equity (EE) Act and is committed to transformation. Preference will be given to candidates from the designated groups, in accordance with the principles of the EE Act and NWU Employment Equity Plan.

The University reserves the right not to make an appointment. Communication will be limited to shortlisted candidates only.

If you are not contacted within two months from the closing date of this advertisement, please accept that your application was unsuccessful.