Secretary – Bposacos

Job Description

Job Summary

Registered as a Savings and Credit Co-operative Society in 2013, BPOSACOS is a member-owned financial institution committed to improving its members’ financial well-being by providing savings, loans, funeral cover, and other financial services. As the Society continues to strengthen its governance, administrative effectiveness, accountability and service delivery, applications are invited from suitably qualified, experienced, innovative, ethical and results-driven Botswana citizens for the following position.

Key Responsibilities

• Provide secretarial, administrative and governance support to the Chief Executive Officer, Management Board, Committees and Executive Management, ensuring the effective coordination and administration of executive and governance processes.
• Coordinate the preparation, collation and timely circulation of Management Board and Committee meeting packs.
• Coordinate Board and Committee meeting dates, calendars and forward plans.
• Prepare meeting notices and draft agendas in consultation with the Chairpersons, Chief Executive Officer and relevant officers.
• Attend Management Board and Committee meetings and prepare accurate, comprehensive and timely minutes, including key deliberations, decisions and resolutions.
• Prepare and maintain Board resolutions and Committee recommendations.
• Record, distribute and follow up on action points arising from Board and Committee meetings.
• Maintain accurate Board and Committee attendance registers and coordinate relevant attendance arrangements, including liaison with the Finance Department regarding approved seating allowances.
• Sign the minutes of Board and Committee meetings.
• Maintain a central register of Board and Committee meetings, minutes, recommendations, resolutions and action points.
• Maintain Board and Committee papers, minutes, recommendations, resolutions and related records properly filed, archived and readily retrievable.
• Provide secretarial and administrative support for Annual General Meetings (AGMs) and Special General Meetings (SGMs).
• Prepare and take accurate minutes of AGM and SGM proceedings.
• Prepare and maintain AGM and SGM attendance registers.
• Coordinate the preparation and distribution of annual reports and other meeting documentation, where applicable.
• Prepare and maintain records of resolutions and decisions arising from general meetings.
• Ensure proper filing and secure retention of AGM and SGM documentation.
• Provide secretarial support to the Chief Executive Officer and Executive Management.
• Act as a liaison to Executive Management Committees or other management structures as may be assigned by the Chief Executive Officer.
• Coordinate Executive Management meetings, manage the Chief Executive Officer’s diary, appointments, meetings, invitations, official schedule.
• Coordinate meetings and appointments with internal and external stakeholders.
• Screen incoming telephone calls and appropriately handle or redirect enquiries.
• Receive and manage visitor calls to the Executive Office in a professional and courteous manner.
• Prepare, type, format, proofread and dispatch correspondence, memoranda, reports and other executive documents.
• Monitor and follow up on outstanding matters requiring Management attention.
• Provide general administrative support to ensure the Executive Office operates efficiently and effectively.
• Serve as an effective point of contact between BPOSACOS Management, Board Members and Committees.
• Facilitate administrative arrangements for the induction of new Board and Committee Members.
• Coordinate the distribution of relevant legislation, regulatory developments, policies and governance information to Board Members and Committees, as directed.
• Coordinate effective communication with Board and Committee Members while observing appropriate protocols and confidentiality.
• Collaborate with internal and external stakeholders on matters relating to Board and Committee administration.
• Coordinate travel arrangements, including transport, accommodation and related logistics.
• Maintain effective email, correspondence and document management systems.
• Liaise with the Records Department to ensure the proper filing, secure storage, archiving and retrieval of Board and Committee records.
• Maintain and update governance registers, including meeting, attendance, resolution and action-point registers.
• Ensure that all final Board meeting reports, Board papers, minutes, resolutions and related supporting documentation are properly identified, completed and submitted to the Records Department for official filing and retention.
• Support compliance with BPOSACOS’s records-management procedures and supporting documentation requirements, particularly in relation to confidential governance and executive information.

Requirements

• Degree or Diploma in Secretarial Studies, Office Management, Business Administration, Corporate Governance or a related field.
• Professional secretarial, corporate governance or office administration certification will be an added advantage.
• Minimum of Three (3) to Five (5) years’ relevant experience in a similar position, particularly experience supporting Executive Management, Boards, or Committees.

Salary

P144,000 per annum

How to Apply

Apply by email: [email protected]

Address: BPOSACOS P.O. Box 1682AAD Poso House, Plot 50667 Fairgrounds, Block C, Ground Floor, Gaborone

REF Code: BP0 7/2/5 I (14) | Vacancy Circular No: 261

Closing Date: 2026-09-11