Corporate Secretary

Manages and oversees Board and Committee meetings

• Prepares a calendar of meetings, deadlines, and many other matters for the board and its committees
• Prepares agendas for board and committee meetings
• Reviews, prepares, and distributes board materials containing substantial background information to assist with board and committee meeting preparation
• Handles the logistics of board meetings in the increasingly virtual business environment
• Supports with the technology used to prepare and distribute materials, conduct meetings, and facilitates other board and committee activities while being mindful of privacy and confidentiality concerns
• Prepares minutes of meetings of the board and its committees
• Maintains the corporate record for the Board and Board committees (standing committees include Audit, Human Resources, Budget, plus additional specialised committees)
• Monitors corporate governance and other developments that the board and/or its committees need to know and takes the necessary steps to comply with changing regulatory and other requirements
• Facilitates the process of approval for ongoing training for members
• Creates and oversees the orientation, training and briefings of newly appointed Board members
• Ensures the accurate and timely dissemination of actionable decisions, instructions and guidance form the Board to management
• Defines and guides the corporate reporting process
• Supports the generation and submission of notes and reports to the Board, by senior management, on way to best support the Board in the discharge of its oversight and foresight responsibilities and fiduciary duties
• Serves as liaison between the Board, Regulator, senior management and staff regarding organisation climate, employee well-being, project updates, proposals, and planning
• Facilities and verifies the accurate and timely dissemination of actionable decisions, instructions and guidance from the Board to management

Supports the functions of the Regulator under Section 11 (2)

• Provides support and advice to the Chairman in carrying out duties relating to the effective governance and performance of the Board, including provision of advice on corporate governance leading practice and in relation to the avoidance of conflicts of interest by members
• Creates and builds connections and develops relationships with employees for increased efficiency and effective responsiveness into existing operations
• Helps define new operational strategies, working with the Regulator and senior management on special projects to ensure timely completion
• Serves as a subject matter expert (e.g., on the Procurement Act, legal and governance) in handling inquiries and developing action plans to address them, and the drafting and dissemination of communications
• Serves as a gatekeeper, and monitors the flow of multi-platform communications to and from the Office of the Chairman/ Procurement Regulator
• Assists with overseeing various aspects such as managing the logistics of the Regulator’s daily work (e.g. presentations, interactions with colleagues, and scheduling of strategic meetings with high level external stakeholders of the OPR including Ministers, Permanent Secretaries etc.)
• Assists the Regulator by identifying and addressing any issues that may arise and assists with filtering key information as its filtered up through executive ranks
• Leads and initiates change management processes throughout the organisation
• Implements and helps strategic ideas take root and provides early facilitation until a more formal project is established
• Thinks strategically and provides tactical support for the implementation of ideas
• Participates in the formulation and administering of management policy as a member of the senior executive management team, which includes ensuring compliance with the Office’s code of ethics, committee charters and governance guidelines
• Improves the company’s ongoing processes and organises procedures to ensure optimal efficiency and productivity
• Ensures the OPR completes and submits all legal paperwork in regard to corporate filings on behalf of the Board (Integrity Commission), Action Freedom of Information Requests
• Operates as the designated FOIA Officer responsible for responding to FOIA requests

Collaborates with the management team

• Collaborates with the management team to track, analyse and report performance based on strategies and business goals and recommend areas needing improvement

 Supports the Reporting by the Regulator to Parliament – Section 24

• Specifies information requirements and processes its collection through the Procurement Depository Database and inputs from Management Team
• Collates and analyses information
• Formats, presents and communicates report findings

Supports the functions of the Regulator under Section 11 (2)

• Serves as a trusted advisor and brainstorming partner

Supervises staff

• Assigns duties and guides staff in the day-to-day performance of duties by instructing staff accordingly and checking to ensure that tasks are properly performed
• Approves leave for subordinate staff (Vacation/Sick/Casual Leave)
• Completes performance appraisals by reviewing work performance, identifying training needs and making final assessment on work performance requirements

Supports the development, definition, preparation and communication of the OPR’s strategic plan

• Partners with the Board/leadership/ management team to develop, define, prepare and communicate the Strategic Plan of the OPR