Vacancies: Legal Officer (x2) and Personal Assistant

Date: 
Friday, October 11, 2019 - 11:49

The Botswana Qualifications Authority (BQA) is a parastatal under the Ministry of Tertiary Education Research Science and Technology. It draws its mandate from the BQA Act No.24 of 2013. Its main objectives are to provide for and maintain a National Credit and Qualifications Framework (NCQF) and to coordinate the Education, Training and Skills Development Quality Assurance System.

BQA invites applications from qualified citizen candidates to fill the following positions:


1. LEGAL OFFICER x 2


Job Summary:

To assist the Board Secretary in ensuring that the Authority and its Board adhere to statutory provisions and comply with the provisions of the Botswana Qualifications Act in providing Legal Advisory services, Board Secretarial services and Contract Management Services.

Main Duties:


a) Assist with logistical preparations for Board and Board Committee meetings.
b) Assist with compilation and delivery of the Board and Board Committee packs.
c) Assist with processing of Appeals against BQA.
d) Assist with maintenance of the Appeals’ Register
e) Ensure adherence to Appeals’ procedure.
f) Assist in managing of all legal risk and compliance framework.
g) Assist in ensuring legal and regulatory compliance.
h) Reviews correspondence between the Authority and other parties.
i) Record minutes at Management Committee meetings as assigned.
j) Record minutes at Board Committee meetings as assigned.
k) Provide legal assistance in drafting of contracts and other legal documents.
l) Update and monitor the Authority’s contracts register.
m) Update the Board Secretary on pending matters for the Board and Management.
n) Ensure proper filing of minutes for the Board and Board Committees.
o) Assist in providing legal research and legal opinion as may be required by BQA.
p) To assist in the liaison role with the High Court and subordinate courts, Government Ministries and Departments and other institutions on legal matters affecting the Authority.
q) Assist in keeping and maintaining contractual agreements to which BQA is a party.
r) Ensure that official records of the members of the Board and Board Committees are maintained.
s) Carries out any other duties as may be assigned.

Position Requirements:

Education
At least a Degree of Bachelor of Laws from a recognised institution or any other relevant qualification acceptable to BQA.

Experience
A minimum of 5 years in Corporate law and/or Board Secretarial duties

Required competencies:
 Knowledge of corporate Governance and compliance
 Excellent Knowledge of Board Secretarial
 Computer literate.
 Creative, innovation, flexible and analytical thinking
 Results oriented and performance driven
 Decisiveness and assertiveness
 Communication, influence and client focus
 Team building, leadership and motivation
 People management and interpersonal skills
 Stakeholder management
 Planning, organising, budgeting and resource management

 

2. PERSONAL ASSISTANT

Job Summary:
To provide secretarial services to the NCQF Services Department.

Main Duties
a) Receive telephone calls and correspondences for the Director Corporate Services
b) Attend to queries or refer issues beyond own scope to relevant officers or to the Director Corporate Services.
c) Attend to visitors/clients and make them feel comfortable.
d) Ensure fax machine is in order, receive faxed documents and forward to staff/management, and fax documents on behalf of staff/management.
e) Maintain the Director’s appointment diary, arrange and remind him/her of appointments.
f) Advise staff of any meetings.
g) Issue reminders of committee meetings to committee secretaries and members, and confirm their attendance prior to the meetings.
h) Compile and prepare all documents needed for meetings.
i) Ensure that relevant documents are circulated to all attendees prior to meetings.
j) Make logistic arrangements for meetings (venue, refreshments, etc.)
k) Take minutes as and when required, produce and distribute minutes of meetings after vetting by the responsible officer.
l) Arrange lunches and other social events on behalf BQA.
m) Arrange travel and accommodation for staff/ Head of Department as necessary.
n) Type documents such as internal memos, correspondences, reports, shorthand notes etc., take dictations and submit typed work to the PS for checking and
signature.
o) Process, maintain and keep record of correspondences (hardcopy and electronic) and confidential files, and retrieve documents as needed.

Key Performance Areas
1. Managing the Director’s diary and appointments.
2. Provision of secretarial support in the Department.
3. Assisting clients and customers.

Position Requirements:
Education:

A minimum of BGCSE and a National Diploma in Secretarial Studies from a recognised Institution.

Experience:
A minimum of 3 years as a Secretary/Personal Assistant in a professional office environment.
Required Competencies:
 Computer literate and experience with systems and applications in the specific work area.
 Record Keeping and filing skills, fast typing skills, telephone etiquette, customer care.
 Organizing and office management skills.
 Communication and interpersonal skills.
 Flexibility, dependability and dedication
 Compliance with procedures instructions, rules and regulations.
 Service oriented and client focused.

Remuneration
BQA offers a competitive remuneration package commensurate with the responsibilities and challenges of the job.
Terms of employment
Fixed term contract of 1-5 years for Managerial Positions and above and Permanent and Pensionable terms for officer positions and below.

Application procedure
Suitably qualified candidates are to submit their applications through the following links:

Personal Assistant:
https://portal.piilosoftware.com/QuestionnaireForm.aspx?qi=337&pi=837


Legal Officer:
https://portal.piilosoftware.com/QuestionnaireForm.aspx?qi=334&pi=836

Closing Date: 28 October 2019
N.B. BQA shall only enter into correspondence with shortlisted candidates and shall not return any applications and associated documentation submitted by applicants.