The Secretary is the central point for secretariat and administrative duties.

  • Ensure meetings are effectively organized and minute 
  • Liaising with the Chairperson to plan meetings 
  • Receiving agenda items from committee members 
  • Circulating agendas and reports 
  • Circulating approved minutes 
  • Checking that agreed actions are carried out. 
  • Maintaining effective records and administration 
  • Keep record of membership, MUN and affiliations 
  • Harmonize incoming and outgoing letters or documents 
  • Compiling lists of names and addresses that are useful to the forum, including those of appropriate officials or officers of voluntary organizations 
  • Keeping up-to-date contact details (i.e. names, addresses and telephone numbers) for the management committee and (where relevant) ordinary members of the forum 
  • Keeping a record of the forum’s activities 
  • Keeping a diary of future activities 
  • Upholding legal requirements 
  • Ensure the forum’s activities are in line with its objects 
  • Communication and correspondence 
  • Filing all committee correspondence received and copies of replies sent 
  • Record and maintain the minutes of all forum’s meetings and file them with the copies of previous minutes.  
  • Prepare briefings for the Chairperson and NWC 
  • Keep record of membership, MUN and affiliations 
  • Harmonize incoming and outgoing letters or documents 
  • Shall prepare quarterly reports of the forum, with details on all events & participations 
  • Liaise with key partners or agencies as designated 

IN DETAILS 

  • Ensure Responsible Administration 
  • To prepare agendas in consultation with the Chair (and chief officer). 
  • To circulate agendas and any supporting papers in good time. 
  • To receive agenda items from other committee members. 
  • To check that quorum is present. 
  • To minute meetings and circulate the draft minutes to all committee members. 
  • To ensure that the chair signs the minutes once they have been approved. 
  • To check that committee members and staff have carried out action(s) agreed. 
  • To circulate agendas and minutes of the annual general meeting (AGM) and any special or extraordinary general meetings. 
  • To ensure up-to-date records are kept of committee membership. 
  • In partnership, to ensure that the partnership complies with the requirements of the NATCOM in terms of registration, reporting, changes to governing documents and directors etc. 
  • Make Arrangements for Meetings 
  • To ensure arrangements for meetings are met (booking the room, arranging for equipment and refreshments, organizing facilities for those with special needs, etc.). 
  • Before the Meeting 
  • Consult with the Chairperson on the order of business for the meeting, and the way in which it should be dealt with on the agenda.   
  • Decide what business requires discussion and what requires a decision by the Management Committee;  
  • Ensure that the notice of the meeting is given, that suitable accommodation is arranged and confirmed, and that copies of the agenda is prepared;  
  • Circulate to all members (a) any papers to be discussed at the upcoming meeting and (b) a copy of the agenda, minutes of the previous meeting; and  
  • Make sure that any reports or information requested at the last meeting is available or that there is a good reason why not. 
  • At the Meeting 
  • Arrive in good time before the meeting with the minutes and with all the relevant correspondence and business matters for that meeting, in good order.   
  • Record the names of those who are present, and convey and record apologies received from those who are absent;  
  • Read the minutes of the previous meeting, and if they are approved, obtain the Chairperson’s signature on them;  
  • Report on action or matters arising from the previous minutes.   
  • Read any important correspondence that has been received; 
  •  Take notes of the meeting, recording the key points and making sure that all decisions and proposals are recorded, as well as the name of the person or group responsible for carrying them out.  Make sure action points are clear; and  
  • Make sure that the Chairperson is supplied with all the necessary information for items on the agenda, and remind the Chairperson if an item has been overlooked. 
  • After the Meeting 
  • Prepare a draft of the minutes (unless there is a minute secretary) and consult the Chairperson for approval; 
  • Send a reminder notice of each decision requiring action to the relevant person; this can be done by telephone, or by an ‘action list’ with the relevant action for each person duly marked; and  
  • Promptly send all correspondence as decided by the Management Committee. 
  • Other Duties 
  • To sit on appraisal, recruitment and disciplinary panels as required. 

SKILL REQUIREMENTS 

  • Solid knowledge of Forum’s procedures 
  • Experience with office management software like MS Office (MS Excel and MS Word, specifically) 
  • Experience in operations management 
  • Strong organization skills with a problem-solving attitude 
  • Excellent written and verbal communication skills 
  • Attention to detail 

COMPETENCIES 

  1. Communicating 
  1. Administration 
  1. Demonstrating Flexibility 
  1. Being Proactive 
  1. Being a Team Player 
  1. Committing to Excellence 
  1. Organizing Resources 
  1. Developing Others