Job Description

About Sanlam Corporate:Our vision is to be the preferred partner to Corporate and Public Sector by providing an awesome client experience and comprehensive solutions that enable the financial resilience and prosperity of those entities and their employees. We tap into over 100 years of expertise to provide cost-effective Employee Benefits and Healthcare Solutions that enable financial confidence for our members. We enable our clients to make better retirement and risk decisions today through determined and passionate thought leadership and best-in-class people, innovative products and proven processes all designed to help people live a better life tomorrow.We believe in creating and cultivating a positive, energised working environment that gives every individual the opportunity to achieve success, embracing diversity and committed to transformation. We do this through living our values of having the courage to be bold, care, collaboration and an intolerance for mediocrity. We're all about building strong, lasting relationships with our employees. We know that you have hopes for your future - your career, your personal development and of achieving great things. We pride ourselves in helping our employees to realise their worth.Division:One of the largest businesses within the Sanlam Group, Sanlam Corporate (SC) specialises in the provision of risk, investment and administration services to institutions and retirement funds. Focused on meeting the unique needs of its diverse clients, SC assists companies in creating and delivering customised employee benefits solutions, including the collection of premiums and communication to fund members.The overall purpose of the role:The Fund Secretariat will manage the administrative, governance, and compliance responsibilities of Pension and Provident Funds. This includes preparing formal meeting documentation, coordinating with professionals such as lawyers, accountants, actuaries, and trustees, and ensuring compliance with regulatory requirements. The role requires strong project management and senior administrative skills, with experience in employee benefits being an advantage.Key responsibilities:

• Coordinate fund meetings, including scheduling, agendas, and minutes.
• Organize board resolutions, ensuring governance compliance.
• Maintain accurate records and documentation for audits.
• Provide admin support for committees and manage reports.
• Liaise with trustees, legal, and third-party providers for smooth operations.
• Oversee fund projects, compliance tasks, and FSCA reporting.
• Streamline administration processes and ensure timely regulatory submissions.
• Address contribution discrepancies, track employer contributions, and resolve issues.
• Ensure legal compliance with pension laws and monitor PFA determinations.
• Manage communications with stakeholders and assist with fund rule reviews.
• Coordinate forums, support risk management, and manage Principal Officers' requests.

Qualification and Experience:

• Diploma or degree in Business Administration, Finance, Law, or a related field. (Advantage)
• Proven experience in senior administration, project management, or fund governance.
• Proficiency in drafting formal documentation such as minutes, agendas, and professional correspondence.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Paralegal, employee benefits, or pension fund administration experience.
• Exposure to working with professionals such as attorneys, accountants, and actuaries.
• Familiarity with regulatory reporting and compliance frameworks, particularly the Pension Funds Act.

Knowledge and Skills:Comprehensive understanding of Pension and Provident Funds governance, including the Pension Funds Act and FSCA requirements. (advantage)Knowledge of employee benefits structures, contributions, claims processes, and benefit distributions. (advantage)Familiarity with legal documentation, fund rules, amendments, and compliance protocols. (advantage)Basic understanding of financial principles related to fund operations, budgets, and employer debt management. (advantage)Expertise in governance best practices, with a particular focus on formal minute-taking and agenda preparation for related meetings. (Requirement)Knowledge and Skills:Ability to ensure accurate documentation of decisions, discussions, and action items, following proper legal and regulatory requirements. (Requirement)Knowledge of compliance requirements for Sections 13A, 37C, and 37D of the Pension Funds Act, ensuring governance practices align with these regulations. (advantage)Knowledge of project management techniques to coordinate multiple fund activities effectively. (Requirement)Understanding of professional collaboration with legal, financial, and actuarial experts. (Requirement)Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint). (Requirement)Personal Qualities:

• Documentation and Reporting: Skilled at maintaining thorough documentation of project milestones, progress reports, and administrative records to ensure accurate reporting and smooth project execution.
• Communication Skills: Stakeholder Communication: Excellent written and verbal communication skills, with the ability to engage effectively with various stakeholders, including trustees, legal advisors, accountants, actuaries, and other professionals.
• Formal Documentation: Adept at drafting formal documents, such as meeting agendas, minutes, and professional correspondence, ensuring clarity, compliance, and transparency across all channels of communication.
• Risk Assessment and Issue Resolution: Ability to identify and assess risks related to both project management and administrative duties. Applies problem-solving skills to address issues quickly and efficiently, minimizing disruption.
• Data Analysis and Decision-Making: Strong attention to detail when reviewing operational and financial data, ensuring that decisions are based on solid information and aligned with organizational goals.

Personal Qualities (continues)

• End-to-End Project Oversight: Experienced in overseeing projects from start to finish, ensuring quality deliverables and on-time completion, while managing the administrative workload and facilitating smooth project execution.
• Teamwork and Stakeholder Engagement: Proven ability to work collaboratively with diverse teams and external stakeholders, ensuring alignment between different parties. Works well with professionals like lawyers, accountants, actuaries, and other experts.
• Professional Demeanor and Discretion: Maintains professionalism in all interactions, handling sensitive information with discretion and ensuring confidentiality when necessary.
• Self-Motivation and Independence: Proactive and self-driven, capable of managing responsibilities independently while maintaining high performance across both administrative and project management tasks.
• Flexibility and Innovation: Demonstrates flexibility in adapting to shifting priorities and challenges, finding innovative solutions to ensure project success and smooth administrative operations.

Core Competencies:

• Cultivates Innovation by creating new and better ways for the organisation to be successful.
• Client Focus - Building strong customer relationships and delivering customer-centric solutions.
• Drives Results - Consistently achieving results and meets deadlines, even under tough circumstances.
• Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.
• Resilience - Rebounding from setbacks and adversity when facing difficult situations.

Turnaround timeThe shortlisting process will only start once the application due date has been reached. The time taken to complete this process will depend on how far you progress and the availability of managers.Our commitment to transformationThe Sanlam Group is committed to transformation and embracing diversity and our employment equity plan and targets will be considered as part of the recruitment process. This commitment is what drives us to achieve a diverse workplace with employment equity as a key goal to create an inclusive workforce, representative of the demographics of our society as well as people with disabilities.

Sanlam