Administrator: Committee

Branch: Operations

Division: Standards

Department: Processes and Support

Job Grade: C1

Job Category: Other

Minimum Education Level: Higher Certificate

Job Advert Summary

About SABS The South African Bureau of Standards (SABS) is mandated to develop, promote and maintain South African National Standards (SANS); promote quality in connection with commodities, products and services; and render conformity assessment services and assist in matters connected therewith. Working for the SABS opens the mind to the world around you. We offer diverse career paths in a dynamic environment that nurtures and recognises talent and potential. Become part of our vision of being a trusted standardisation and business assurance solution provider and join a team that fosters accountability, excellence and innovation in an inclusive workplace. SABS is an equal opportunities employer, and our recruitment will be done in line with the Employment Equity Act 55 of 1998 and our EE Policy. Please note by responding to the advertisement, you consent to the collection, processing, and storing of your Personal Information in accordance with the Protection of Personal Information Act (POPIA). Your information will be used solely for purposes of recruitment and more specifically for the position you have applied for and will not be shared with third parties without prior consent unless required by law. Please note that applications received after the closing date will not be considered. Purpose Statement To provide administrative support to standards writers, SABS committees and chairpersons of SABS committees.

Minimum Requirements

Qualification Diploma in Administration, Office Management, Journalism, Records Management, Information Management, Archives and Records Management. (NQF Level 5) Work Experiance 1-2 years' work experience in Administration or a related environment involving records management, records administration, document control, compiling and maintaining records, minute taking, or information management (Operational Level)

Duties and Responsibilities

Functional Management Ensure that the annual planning for committee meetings is scheduled and coordinated within sphere of control. Arrange all logistics for committee meetings and coordinate pre- and post-meetings with the chairpersons and standards writers to follow-up on action items. Prepare and circulate agendas and relevant documentation for committees as per standards processes. Prepare minutes and resolutions taken at meetings in an effective and efficient manner within the stipulated timeline with all action items clearly indicated on the minutes. Circulate minutes and resolutions to relevant stakeholders within agreed timelines. Monitor and keep track of outstanding issues and action items on minutes and resolutions and advise relevant stakeholder on follow-up. Register stakeholders on the relevant system, ensure the completion of relevant forms and maintain and update stakeholder list of committees within sphere of control. Ensure that all stakeholders are communicated to within appropriate time frames regarding meetings, minutes and other relevant information. Upload new and amended SBPs after every meeting and post to the relevant database as required. Ensure that committee questionnaires are loaded on the system after every meeting. Act as point of contact and support to the Committees, SAC Secretary, Standards Writers and Chairpersons and provide assistance with other committee related documentation pertaining to the development of standards, and circulate all relevant documentation to committees. Archive all records pertaining to the committee, including minutes, resolutions, draft S.A. standards, and reports. Inform committee members of publications, and appointment of chairpersons. Forward chairperson documentation to nominees, and administer and submit the documentation for SAC approval. Ensure that all documentation within sphere of control is managed and updated as required. Provide administrative support where required to the team to ensure that all activities within sphere of control is managed effectively. Ensure that the relevant SABS Standards databases are updated and maintained, including the update of membership status, team members per committee and DSS stage codes. Ensure that the minutes on the relevant SABS Standards database are recorded properly and updated appropriately. Risk and Compliance Management Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks. Support and provide evidence to all internal and external audit, Accreditation and regulatory requirements. Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation. Stakeholder Management Build and maintain effective internal and external stakeholder relationships for the purpose of expectations management, knowledge sharing and integration, and to manage the organisation’s reputation Coordinate the flow of information, providing a central point of contact for internal and external customer’s queries and/or complaints. Represent and participate in the organisation’s committees and tasks teams when required. Attend meetings and present relevant information to stakeholders when required. Ensure the provision of excellent customer service. Resolve queries and problems within span of control and within agreed time frames. Follow up on unresolved queries, complaints where required. Liaise with relevant stakeholders regarding follow-up of information, as required.