Position: Executive Assistant: Governance & Ethics
Department: Office of the CEO
Reports to: Company Secretary/Head: Ethics
Purpose of the Position:
To provide executive, professional, administrative governance, company secretarial, and ethics management support to Company Secretary/Head Ethics and the G&E division to ensure professional and administrative effectiveness and efficiency.
Key Performance Areas:
- Serve as an assistant to governance and in all aspects of the execution of departmental roles and responsibilities.
- Arrange all AGM, Board, and Committee meetings, divisional functions, and events.
- Act as Executive Assistant for the Company Secretary.
- Undertake purchase requisitions, compile the departmental budget, plan, and monitor the cost of office items.
- Prepare event briefs with the Assistant Company Secretary.
- Coordinate training, induction, and sensitisation sessions (venues, accommodation, etc).
- Draft the monthly payment instructions for Trustee Retainer and sitting allowances for recommendation by the Company Secretary and approval by the CEO.
- Organise travel arrangements for Trustees and the department.
- Facilitate the signing of Board documents and correspondence services.
- Type all documents (i.e., guidelines, programs, plans, etc.).
- Provide and maintain a record keeping and filing system that deals with the department’s records requirements.
- Deal with all telephonic and in-person enquiries/communications and establish the nature and complexity of enquiry.
- Maintain optimal stock levels that ensure stock availability in line with the budget parameters.
- Liaise and support departments with meeting KYC requirements.
- Keep up to date with developments in the GIPF.
- Maintain professional knowledge by attending workshops, conferences, and courses through self-study.
Job-related qualifications and experience:
- A bachelor’s degree in business and office administration/ governance/law at NQF Level 7.
- Three (3) years’ work experience in an administration, legal, or financial environment.
Special Requirements/Licenses:
Possession or studying towards a Certification in Ethics or Company Secretarial will serve as an added advantage.
The incumbent should have the following knowledge, skills, and Attributes:
Knowledge of:
Pension Fund Administration, Company secretarial and governance, budgeting and financial management, advanced minute taking, AGM and Statutory meeting coordination, record keeping and management, office administration, organisational culture and structure, records management, relevant policies, regulations and systems, SLA, GIPF benefits, stakeholder engagement and stock control.
Skills:
Full computer literacy, customer orientation, verbal and written communication on feedback, interpersonal, multi-tasking, networking, organising, coordination, planning, prioritising, time management, and telephone technique.
Attributes
Approachable, calm, customer service oriented, helpful, assertive, handling pressure, diplomatic, discretionary, attentive to detail, conscientious, diligent, confidentiality, flexibility, goal directedness, reliable, and team oriented.
GIPF is an equal opportunity employer and complies with the Affirmative Action Legislation.
Women and persons living with disabilities meeting the above-mentioned requirements are encouraged to apply.
GIPF offers a competitive Total Remuneration Package with a standard range of benefits in line with responsibilities, qualifications, and experience.
Interested applicants are encouraged to submit their written applications, detailed CVs, and certified copies of their education qualifications via our recruitment systems to:
GM: Human Resources
P.O. Box 23500
Windhoek
Note: Only short-listed candidates will be contacted.