Position: Executive Governance & Ethics Assistant
Department: Office of the CEO
Reports to: Chief Governance & Ethics Officer
Purpose of the Position:
- To provide executive, professional, administrative governance, company secretarial, and ethics management support to the Chief Governance & Ethics Officer and the Governance & Ethics division to ensure professional and administrative effectiveness and efficiency.
- The role is responsible for providing 25% executive administrative support, 40% corporate governance and company secretarial support, and 35% ethics management support, ensuring the effective coordination of governance processes, promotion of ethical conduct, and efficient support to the Chief Governance & Ethics Officer.
Key Performance Areas:
Board Secretarial Support:
- Arrange all AGM, Board and Committee meetings, Divisional functions and events (i.e., prepare notices, confirm quorums, follow-ups, venue bookings, catering arrangements, setting, travel arrangements etc.).
- Take and draft Board and specific Committee minutes for Company Secretary’s review;
- Draft Resolutions and Action points for the Company secretary’s review;
- Provide support and input into board work plan updates and reviews when necessary., rearrange schedules, when necessary, phone affected parties and make alternative arrangements.
- Liaise with the Company Secretary, Chief Executive Officer (CEO), and Chairperson of the Board to coordinate and effectively manage Board schedules, meetings, and related governance activities.
Executive Support Services
- Act as Executive Assistant for the Company Secretary
- Ensure that Strategic and Operational Reports by the Company Secretary/Head Ethics adhere to quality and timeline requirements;
- Support the Company Secretary in screening Board and Committee submissions for compliance with Board papers guidelines and framework.
- Hold weekly, daily on request briefings with the Company Secretary on incoming correspondences
- Schedule and confirm appointments for the Chief Governance & Ethics Officer.
- Manage Executive workload, act as gatekeeper and follow up on meetings
- Receive and screen all incoming calls and visitors to the Executive’s Office
- Receive and direct all incoming correspondence and documents and record action taken to ensure proper flow of correspondence.
- Draft formal correspondence and reports on behalf of the Executive
- Prepares, proofreads, and edits all outgoing correspondence
Ethics Administrative Support
- Coordinate training, induction, and sensitization sessions (venues, accommodation, etc.) on Ethics for the Board, Management and staff.
- Develop Ethics Presentations under the direction of the Executive.
- Draft Ethics training reports;
- Conduct post-event evaluations each time and present findings to the Assistant Company Secretary.
- Arrange ethics activity plan (e.g., annual training, Ethics Steering Committee meetings, etc.)
- Provide administrative support to the production of the Quarterly Ethics Newsletter
- Provide administrative support to Whistleblower management
- Budget Development, Implementation and Monitoring
- Event and travel Management
- Board Remuneration Administration
- Correspondence and typing Services & Reports
- Record Keeping & Retrieval
- Query Resolution
- Operational Material Services
- FIA/KYC Compliance/Beneficial Ownership
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 of, 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, organizational culture and structure, records management, relevant policies, regulations and systems, SLA, GIPF benefits, stakeholder and stock control.
Skills:
Full computer literacy, customer orientation, verbal and written communication, feedback, interpersonal, multi-tasking, networking, organizing, coordination, planning, prioritizing, time management, and telephone technique
Attributes
Approachable, calm, customer service oriented, helpful, assertive, able to handle pressure, diplomatic, discretionary, attentive to detail, conscientious, diligent, confidential, flexible, goal-directed, reliable, and team-oriented.
Chief Human Capital Officer
P.O. Box 23500
Windhoek
Closing Date: 18 September 2026
Note: Only short-listed candidates will be contacted