Closing Date 2024/10/29
Reference Number DBS241009-1
Job Grade 13
Job Type Classification Permanent
Location - Town / City Midrand
Location - Province Gauteng
Location - Country South Africa
JOB DESCRIPTION
The Committer Officer is responsible for providing governance, secretariat and full administration support to DBSA Committee/s as well as provide support to the Chief Risk Officer’s office.
The Committee Officer’s key performance requirements are summarised below.
KEY RESPONSIBILITIES
Key Performance Areas:
1. Provide full administrative function associated with servicing Committees; these include the following:
2. Plan and coordinate the periodic and adhoc Committee meetings.
3. Prepare and distribute agendas and relevant supporting documentation / meeting packs.
4. Compile meeting minutes, action lists and distribute to relevant stakeholders.
5. Draft, communicate and track all resolutions taken at meetings.
6. Maintain proper record keeping and document management of all Committee/s related matters, resolutions and documents (statutory filing requirements are adhered to).
7. Provide information to the committee members and/or DBSA staff as required (data protection protocols in terms of POPI Act are adhered to)
8. Make logistical arrangements when required.
9. Deliver other support and administrative duties as required.
10. Provide sound statutory and governance standards to the Committees:
11. Responsible for advising the Committees and relevant stakeholders on how to discharge their responsibilities/duties and liabilities under the Companies Act / King IV / PFMA as well as comply with the DBSA’s Committee/s governance framework.
12. Facilitate the orientation of new Committee Members and make sure that the members are advised of procedures of their appointment and the terms of reference of the committee/s.
13. Facilitate training for Committee Members on issues of policies and practices.
14. In consultation/liaison with the Company Secretary and Chief
15. Risk Officer, provide advice on legal and compliance matters to Committee Members.
16. Report to the Chief Risk officer on any failure of any Committee Member/s to comply in terms of their legal and compliance responsibilities.
17. In consultation with the Chief Risk Officer, responsible for updating and maintaining the Charters and Terms of Reference of the Committee/s.
18. Facilitate the completion of Committee disclosures.
19. Support the Committee Chairperson / Chief Risk Officer to manage, address and respond to audit queries from Internal Audit and External Auditors.
20. Any other duties as assigned these include amongst others providing support to the Chief Risk Officer in terms of projects and back-up to staff within the office of the executive.
Key Measurements of Outputs:
1. Timeous preparation of agendas, minutes, action lists and distribution of meeting packs / documents.
2. Accuracy of minutes, action lists and resolutions.
3. Quality of support, advice and guidance given to committee members.
4. Effective orientation of the new committee members.
Effective follow-up and monitoring to ensure implementation of committee decisions.
5. Adherence and compliance to legislation in respect of the Companies Act, PFMA, King IV and POPI Act.
6. Efficient and effective provision of secretarial administration.
Key Internal Liaison Relationships:
1. DBSA Board
2. Executives
3. Committee Members
4. Management
5. Staff
Key External Liaison Relationships:
1. Non-Executive Directors
2. Service Providers
3. External Auditors
4. External DBSA Stakeholders
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EXPERTISE & TECHNICAL COMPETENCIES
Qualifications and Experience:
Minimum Requirements:
1. At least a degree qualification in either law, finance, audit or accounting background.
2. A minimum of 5 years’ relevant Committee Officer experience, preferably in supporting Credit / Investment Committees.
3. General understanding of the lending business.
4. Knowledge of Company’s Act, PFMA, King IV and relevant legislations.
5. Proven experience in engaging with internal and external auditors.
6. Demonstrated experience in engaging and advising Board members and high-level dignitaries.
7. Experience in working with external auditors, legal advisers, bankers.
8. Demonstrated experience in putting together good quality presentations and writing reports for Exco and Board Committees.
9. Demonstrated experience MS Word (Advanced), Excel and PowerPoint (Intermediate to Advanced), MS Teams (Advanced), Diligent Boards (Advanced), SharePoint (Advanced)
Desirable Requirements:
1. Legal qualification
2. Experience in a banking and or financial sector
3. Project management experience
4. Ability to use SAP
Technical Competencies:
Written Communication
1. Understands that different writing styles are required for different documents or audiences.
2. Write effective correspondence, prepares questions and reports, statements of circumstance and briefing notes.
3. Has a solid mastery of writing principles such as grammar, sentence construction etc.
Reporting
1. Designs / customizes reports to meet user needs.
2. Prepares complex or tailored reports, gathers information from a variety of sources, analyses and includes in a report.
3. Keeps standard reports under review and proposes improvements to meet user needs.
Problem Solving
1. Identifies complex problems based on a broad range of factors, many of which are ambiguous or difficult to define.
2. While remaining guided by organisational values, identifies optimal solutions, thinking first in terms of possible approaches and flexibilities in the system vs. blind adherence to rules or procedures.
3. Implements solutions to complex problems, then evaluates the effectiveness and efficiency of solutions and identifies needed changes.
Stakeholder Management
1. Actively engages partners and encourages others to build relationships that support DBSA objectives.
2. Understands and recognises the contributions that staff at all levels make to delivering priorities.
3. Proactively manages partner relationships, preventing or resolving any conflict.
4. Adapts style to work effectively with partners, building consensus, trust and respect.
5. Delivers objectives by bringing together diverse stakeholders to work effectively in partnership.
Planning and Organising
1. Plans and manages multiple priorities and deadlines.
2. Uses effectively advance time management processes to deal with high workload and tight deadlines.
3. Organises, prioritises and schedules tasks so they can be performed within budget and with the efficient use of time and resources.
4. Achieves goals in a timely manner, despite obstacles encountered, by organising, reprioritising and re-planning
Computer Literacy
1. Consistently uses relevant office software products such as word-processing, spreadsheet, presentation, and email packages to an acceptable standard for the job.
2. Has the ability to use standard and/or program-specific the organisation databases, and merge / import data from one program to another.
3. Adapts method of working to accommodate changes in the technological development.
Risk response and Reporting
1. Monitor the effectiveness of actions taken to manage identified risks and intervene as appropriate.
2. Understand and be able to explain the purpose of risk mitigation measures.
3. Understand, develop and prepare risk reporting
REQUIRED PERSONAL ATTRIBUTES
Behavioural Competencies:
Customer Service Orientation
1. Tries to understand the underlying needs of customers and matches these needs to available or customized products and services.
2. Adapts processes and procedures to meet on-going customer needs.
3. Utilises the feedback received by customers, in order to develop new and/or improve existing services/ products that relate to their on-going needs.
4. Thinks of new ways to align offerings with future customer needs.
Self-Awareness and Self Control
1. Withholds effects of strong emotions in difficult situations.
2. Keeps functioning or responds constructively despite stress.
3. May apply special techniques or plan of time to manage emotions or stress.
Strategic and Innovative Thinking
1. Experiments with new approaches, tests scenarios, questions assumptions and challenges conventional thinking.
2. Creates new concepts that are not obvious to others, leveraging internal and external sources of information, to build incremental revenue and growth opportunities.
Driving Delivery of Results
1. Sets challenging goals that will have a significant impact on the business or support the organisational strategy.
Commits significant resources and/or time to ensure that challenging goals are achieved, while also taking action to mitigate risk.
2. Teamwork and Cooperation
3. Acts to promote a friendly climate and good morale and resolves conflicts.
4. Creates opportunities for cross-functional working.
5. Encourages others to network outside of their own team/department and learn from their experience.
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