PURPOSE OF THE POSITION

To effectively supervise the Secretariat operations and staff responsible for statutory/faculty committees. To provide adequate committee

coordination administration support to assigned committees and to ensure compliance with governance processes.

KEY RESPONSIBILITIES:

Committee coordination of assigned committees

Responsible for committee coordination of assigned committees as per the workload matrix:

·        Pre-meeting tasks

·        Agenda compilation

·        Minuting of meetings

·        Report to next level committees

·        Post-meeting tasks

·        Records management

Administer and monitor meeting governance processes

·        Assist Head with calculation of self-evaluation results of committees and writing of feedback reports for committees.

·        Oversee nomination and election processes of committees of committee coordinators supervised by the position.

·        Provide input on the Terms of references of the committees involved in the line of this position.

·        Responsible for the role of the Secretariat in the Appointment of Office bearers for the Executive Deans

·        Assist the Head with the compilation of the meeting and academic calendars

Supervision of committee coordinators

Supervise committee coordinators by:

·        Being first point of contact for committee coordinators for questions, communication and input

·        Supervising the productivity of committee coordinators by checking daily work schedules and adherence to Secretariat work processes

·        Training and induction of new committee coordinators

·        Quality control of minutes, reports and agendas of the committee coordinators

·        Planning workload distribution of subordinates in conjunction with Head and acting as stand-in in cases of emergency.

·        Providing Head with first line approval for leave, input on performance management and evaluation and other employee relations processes (discipline, wellness, etc)

·        Taking part in recruitment and selection processes for committee coordinators reporting to this position and undertaking the probation process in coordination with the Head.

Ad hoc tasks

·        Participate in Secretariat management processes as required by the Head and Director, e.g. participation in quality processes, risk management, BCP management, etc.

·        Undertake work-related tasks as assigned by the Head or Director

OHS requirements

·        Comply with the OHS policy and requirements of the NWU

·        A bachelor’s degree in Administration or equivalent qualification (NQF level 7).

·        A minimum of three (3) years’ committee coordination experience.

·        A minimum of two (2) years supervision experience. 

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.

·         Supervision skills.

BEHAVIOURAL COMPETENCIES

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

·        Diligence

·        Detail orientation (focus on accuracy and quality)

·        Planning and organising

·        Adaptability

·        Being proactive

·        Conscientiousness

·        Interpersonal skills

·        Compliance

·        Dealing with complexity

·        Resilience

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:                                                                                                                     21 August 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.