Divisional Company Secretary





Operating Division:Transnet Property


Employee Group:Non Permanent


Department:Legal


Location:Johannesburg


Reporting To:GM: Legal, Risk & Compliance


Grade:D


Reference:req4848











The closing date is on 28/04/2026. It is the responsibility of the applicant to ensure that HR has received the application before the closing date of the advertisement.



Position Purpose
The Divisional Company Secretary is a full statutory, compliance function whose role is to oversee the systems, procedures and processes by which Transnet Property is managed to ensure a high standard of corporate governance. The incumbent will provide Secretariat support for EXCO AND SUB COMMITTEES, minute taking, resolutions, gift registers, declarations of interest, policy universe, DoAs including logistics covering both Corporate and Regions. In addition, the role oversees records management and archiving functions.



Position Outputs
Management of company secretariat services/functions:
Coordinate the preparation of the schedule of the Transnet Property EXCO AND SUB COMMITTEES meetings for the year.
Coordinate the preparation of agendas for these meetings in conjunction with the Chairperson and key executives.
Coordinate the distribution of relevant reports for presentation at meetings timeously so that members can adequately prepare.
Coordinate the drafting and circulating of written EXCO AND SUB COMMITTEES resolutions.
Ensure that information is dispatched timeously to all Executives to enable them to prepare adequately for these meetings.
Take minutes of these meetings and ensure they are distributed as soon as possible after the meeting to aid Executives in implementing the decisions.
Being the custodian of all statutory minute books registers and related confidential documentation.Administer the DOA process:
Administer the DOA process. Cascade the approved Group Limits of Authority. Draft and keep proper records of Special Delegations of Authority from the Chief Executive Officer to members of the TP Executive Committee and maintain a line of sight to ensure that the authority is correctly delegated.Monitoring and driving of corporate governance throughout the Transnet Property:
Engage with Group Company Secretariat Office.
Provide the EXCO AND SUB COMMITTEES with guidance in their duties, responsibilities and powers and make them aware of all laws and regulations relevant to the company, including advice on business ethics and good governance.
Make Executive aware of all relevant laws and regulations ensuring that they adhere to the highest governance standards and report any failure to comply.
Develop and maintain a system for compliance monitoring and reporting across Transnet Property, ensuring that the Executive and management operate within an authority framework approved by the EXCO AND SUB COMMITTEES and reviewed and updated from time to time.
Provide Executive with guidance in their duties, responsibilities and powers and make Executive aware of all laws and regulations relevant to the Property. This includes the provision of advice on business ethics and good governance.Liaise with internal and external stakeholders to ensure stakeholder satisfaction and adherence to governance guidelines.
Maintenance of mandates for the EXCO AND SUB COMMITTEES, the Property Forum and its committees, and assists with the management of the EXCO AND SUB COMMITTEES delegated authorities.
Monitor compliance with statutory provisions of relevant legislation, and that statutory deadlines are met and statutory and regulatory disclosures are validated, particularly in relation to statements given on corporate governance standards and practices.Maintenance of all statutory records and submissions of statutory returns in compliance with the statutory provisions of the Companies Act.
Monitoring and keeping abreast of corporate governance developments, both locally, internationally, and where appropriate recommends to EXCO AND SUB COMMITTEES for their inclusion in the existing governance practices.
Remain abreast of developments in corporate governance and ensure EXCO AND SUB COMMITTEES adhere to the highest governance standards (“King III/IV”).Executive Orientation and on-going corporate governance training:
Provide new Executive with an information pack relating to specific matters pertaining to the company and industry in which it operates.
Where appropriate, arrange for visits to operations and meetings with key executives for Executive to familiarise themselves with the business.
Coordinate identification and compilation of training requirements for Executive, where relevant and ensure that there is an ongoing programme to keep Executive well informed of developments in the company and in respect of matters relevant to their responsibilities in general.
Monitor the performance and effectiveness of the EXCO AND SUB COMMITTEES in discharging its duties and obligations annually through a formal review.Secretarial functions to various TP Committees:
Ensure that the EXCO AND SUB COMMITTEES policies and instructions are communicated to the relevant persons in the company and that pertinent issues from management are referred back to the EXCO AND SUB COMMITTEES where appropriate.
Develop a confident relationship with the Chairperson, and assist the Chairperson in formulating priorities in the EXCO AND SUB COMMITTEES for consideration by the EXCO AND SUB COMMITTEES.
Communicate EXCO AND SUB COMMITTEES policies and instructions to the relevant persons, and ensure that pertinent issues from management are referred back to EXCO AND SUB COMMITTEES where appropriate.
Also includes monitoring the maintenance and ongoing review of policies and procedures against internal changes, ICT requirements, legislative amendments, and market benchmarks in policy formulation.
Correspond with the various managers in Legal, where relevant for specialised expertise and support to EXCO AND SUB COMMITTEES.Support EXCO AND SUB COMMITTEES with query tracking by maintaining a tracking register.
Support EXCO AND SUB COMMITTEES with internal communication by keeping track of relevant decisions, new policies and guidelines and assist with the drafting of regular internal newsletters.
Maintain the Transnet Property website and intranet ensuring all information changes are updated immediately.Managing Budget:
Analyse the strategic plan of the Department to determine the financial requirements to deliver on strategic outputs in line with budget prescripts from the CFO;
Compile a comprehensive budget indicating the financial requirements for each element and submit the budget for approval in accordance with policies and procedures;
Monitor the expenditure against the budget and ensure that spending occurs within the budget and ensure that only authorised overspending is approved in accordance with procedures; andManage finance in accordance with policies, procedures and legal requirements.
Human Capital Capability Development:
Agree performance measures (SPOs), on-going performance management and appraisal for direct reports;
Drive capability development initiatives for direct reports;
Agree skills development plans for direct reports;
Implement succession planning in the Department; and
Drive the values and behaviours required to create a positive motivational culture in the unit.Ensure Governance and Reporting:
Analyse governance principles, policies and internal controls to develop action plans for ensuring compliance;
Continuously review and update policies and procedures, within the Department’s functional area for approval; and
Comply with reporting requirements in terms of structure, timelines and quality as prescribed by the CE: TP.
Records management:
Manage the development, implementation and maintenance of an effective and efficient records management system to ensure safe record keeping and provide an accessible resource hub for Transnet Property.



Qualifications and Experience
A Bachelors degree in Legal or CIS qualification is required or relevant post graduate degree
At least 8 years' experience in a similar role in the secretariat function
Knowledge and full understanding of South African legislation incl. PFMA and the Companies Act;
Extensive knowledge of good corporate governance and practices.
Knowledgeable and ability to apply King V Code on Corporate Governance
Advanced knowledge of Microsoft suite



Competencies
• Market Innovation
• Risk Taking
• Strategy Implementation
• Strategic Thinking
• Strategy Communication
• Building Organisational Capability
• Customer Orientation
• Maximising commercial return
• Digital proficiency
• Business Forecasting
• Business Acumen
• Managing Resources
• Managing Risk
• Tactical Execution
• Data Analytics
• Data Management
• Business Branding
• Driving Performance
• Stress Management
• Self-awareness
• Learning Orientation
• Resilience
• Grit
• Personal Brand
• Self Discipline
• Accountability
• Time Management
• Positive thinking
• Goal Setting
• Building Strategic Partnerships
• Impact & Influence
• Negotiating
• Presentation Skills
• Delegate
• Political Diplomacy
• Managing Conflict
• Delegate
• Leadership Presence
• Managing Talent
• Ethical Leadership
• Managing Change
• Living the Transnet Values
• Governance, risk and Compliance
(GRC) Strategy
• Performance Culture Review
• Governance Structure and resourcing
Standards
• Integrity and ethical conduct
• Safety Practices
• Risk Management
• GRC Assessment
• GRC Performance Strategies
• Monitoring and reporting



Equity Statement
Preference 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.


Disclaimer
If you have not heard from Transnet within 90 days, please consider your application as unsuccessful.
Transnet, its employees or representatives never ask for a fee from job seekers. Any such requests are fraudulent. Please report any suspicious activities in this regard to the Transnet anti-fraud line on 0800 003 056 or email reportit@ethicshelpdesk.com