The DBAC & BSC Secretary is a full compliance function that provides a holistic professional advisory and administrative service to the Transnet Corporate Centre, the Corporate Centre Procurement Department and Group Strategic Sourcing Department.
The role includes the provision of support to Procurement in order to ensure that it operates within the bounds of the Constitution, the PFMA, the prevailing policy framework and other empowering legislative provisions
It ensures that good corporate governance, fairness and transparency prevails in the process pertaining to the sourcing of goods and services for Transnet Corporate Centre and transversal procurement done by Group Strategic Sourcing.Position OutputsFacilitating induction of new DBAC & BSC members
Ensures that members are appointed in writing and appointment letters are issued timeously
Assist with the appointment process before the beginning of the financial year
Ensure that members signed the appointment letters prior to the first meeting of the DBAC & BSC
Preparation of Agendas for the meetings in conjunction with the Chairpersons and DBAC & BSC Members
Ensure that all members receive meeting notification on time
Process and distribute all submissions/reports together with the agenda to committee members at least five working days before the actual meeting takes place.
Request agenda item from the members timeously.
Taking accurate and complete minutes of the DBAC & BSC meeting as set out in the Terms of Reference to assist the Members and other stakeholders in implementing the decisions
Ensure maintenance of minute books, registers and related confidential documentation
Verify that the DBAC has been provided with all facts and all substantive documentation to enable effective and efficient
Give written feedback of all decisions taken by the Committee.
Be responsible for all the administrative tasks of the Committee
Co-ordination of the DBAC & BSC yearly calendar for scheduling meetings in alignment with the Corporate Calendar.
Monitor the attendance of DBAC & BSC member and prepare report for the Chairperson
Monitor the attendance of DBAC & BSC members and make recommendations regarding membership based on the trends in attendance.
Adhere good corporate governance principles
Develop and maintain a system of compliance monitoring and reporting to ensure that the DBAC & BSC members operate within their mandate
Ensure that meeting is conducted in accordance with terms of reference.
Ensure that members function within their mandate
Monitor the attendance of the DBAC & BSC members and prepare a report for the chairperson
Monitor the trends of submission and identify the sources of delay in finalising the awards or bottlenecks.
Arranges sessions for DBAC & BSC Members to provide guidance in their duties, responsibilities and powers and make them aware of all the laws a1nd policies relevant to the procurement process including advice on business ethics and good governance.
Keep and maintain proper records of the functioning of the DBAC & BSC:
Ensure that TEAR report is properly completed with supporting documents
Assist in ensuring the information submitted to the committee is clear
Ensure that all the CBAC resolutions/ declaration of interest/ minutes properly kept for audit purposesQualifications and ExperienceQualifications, Experience & Inherent Job Requirements
- A minimum of degree in administration NQF Level 7) is required.
- A minimum of 4 - 5 years, secretariat experience is required, which includes: 2-3 years taking minutes and
- 4-5 years of experience in a governance, risk and/or compliance role will be an advantage. Standard Job Requirements
- Driver's license code 08
- Travel as required and approvedCompetencies Assist to develop and implement the Governance framework in SCM Assists to develop the Mandates of the Governance structures within SCM. Assists to develop the SCM Chapter of the Delegation of Authority Framework of the company Assist to develop and maintain the Supply Chain Policy Assists with the development and implementation of the Supply Chain Manuals for general goods and services as well as construction procurement. Assists to provides input into the development of the Code of Ethics from an SCM perspectiveEquity StatementPreference will be given to suitably qualified Applicants who are members of the designated groups in line with the Employment Equity Plan and Targets of the Organisation/Operating Division.
