Senior Secretariat and Corporate Governance

To ensure that the business unit governance framework is embedded through maintenance of the Terms of Reference of the applicable (Exco, Business Review, Risk) committees, the governance structure and records management.

Corporate Governance

• During Business Unit Executive Committee (Exco) (incl. any other supporting Committees) meetings, update the Exco with regards to the EB Governance trends.
• Ensure compliance with statutory requirements and corporate governance related issues, in particular assisting Exco / Committee members to understand their duties and responsibilities as required
• Ensure Exco / Committee members are socialized on any new legal and regulatory frameworks impacting the corporate governance of the relevant Committee structures.
• Advise Exco / Committee members  on the proper application of legal and regulatory requirements, KINGIII requirements and on other Corporate Governance best practices
• Act as the primary point of contact for Exco / Committee members as and when queries related to corporate governance arise.

Executive Committee Meetings

• Act as the Secretary to the Exco and the various supporting Committees. Organise, administer and ensure the smooth running of meetings, drafting of agendas, accurate minute taking and recordings.
• Coordinate the preparation and distribution of meeting packs; and annual meeting schedules.

• Should a dispute arise in relation to the content of the minutes, advise that particular Exco member or any other Attendees / Invitees (from which the dispute arose) to wait for the next meeting to rectify with all members present.
• Ensure that all logistical arrangements have been made in relation to venues, parking, and access to buildings, stationery, refreshments, presentations, projectors and so forth by liaising with the secretaries in the venues where the meetings are going to be held.

Records Management

• Record all the critical documents such as minutes, annual reports, and resolution and CM forms in the correct format terms of reference as per the relevant legal and regulatory requirements & the Absa Record Management Policy indefinitely.
• Ensure that records are kept in secure folders and that records are constantly kept up to date by updating the minute book.
• When some of the records are not going to be in use (e.g. drafted minutes) and are not going to be archived and require to be disposed, this should be done appropriately (i.e. shredding), as they contain confidential information).

Monitoring of the effectiveness of Governance

Conduct governance effectiveness assessments to ensure an effective business unit/cluster committee structure is in place including clarity over decision making, execution and escalations.

• Risk committee governance is in place, with an appropriate terms of reference that is adhered to.
• Risk committees are chaired by a business/function Exco member, and risk profiles are presented by the most senior business/risk owners, and challenged by other members and functions.

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