Request for Recruiment/ Placement Agency to Supply Ports Regulator with 1 Company/regulator Secretary

3.1 The purpose of the request is to seek suitably qualified company that will provide Company Regulator

Secretary to the PRSA for a period of 6 months, with the option to extend starting 01 April 2026. Contract

position: This position is from the date of appointment until 6 months (With option to be renewed further

for 12 months depending on the availability of funds and satisfactory performance).

3.2 The PRSA requires Company/Regulator Secretary provider to support the Regulator to oversee various

governance functions of the PRSA; to ensure adherence to and provide guidance on legislation and relevant

prescripts; to support the Board towards the achievement of the PRSA mandate, strategic goals and

objectives. The Successful service provider will be accountable to the Board on functional areas and

responsibilities. The PRSA currently has three sub-committees which all sit at least quarterly prior to the

Board meetings:

• Audit and Risk Committee (ARC)

• Human Resources and Remuneration Committee (HR&REMCO)

• Regulatory Committee (RegCom)

• Hearing Panels/Tribunals

• The “Board” also sits at least once a quarter and on ad-hoc basis to deal with matters outside of scheduled

meetings.

4. OBJECTIVE

4.1 The PRSA seeks to appoint a Service Provider to provide a Company Regulator Secretary to its governing

organising and documenting meetings of the Board and its sub-committees; provide members and the

Chief Executive Officer with governance support as outlined in the Guidelines on Governance for Public

Entities and State Owned Companies and to the extent applicable, the King Report IV on Corporate

Governance; ensuring compliance with Treasury Regulations on the obligations of the Accounting Officer

and Authority of a Schedule 3A entity; and to ensure compliance with good governance practices.

5. JOB SPECIFICATION

Position: Company Regulator Secretary (Durban based)

5.1 Contract position: This position is from the date of appointment until 6 months (With option to be renewed

further for 12 months depending on the availability of funds and satisfactory performance).

5.2 Salary: R82 986.65 per month (non-negotiable fixed rate and all inclusive)

5.3 The Ports Regulator are seeking a reliable and well-organised a Company Regulator Secretary. This position

will operate in Durban (remote and office-based in Durban) and will play a central role in ensuring effective

communication, record-keeping, and coordination across all Ports Regulator activities.

Position Purpose

• Ensure effective functioning of governance structures and promote high standard of corporate governance

across the organization. Co-ordinate and facilitate Regulator/Committee meetings, including meeting packs

for all meetings. Develop Regulator work plan, schedule Regulator meetings, liaise with Chairperson,

Committee Chairpersons and CEO to prepare meeting agendas. Arrange, prepare and disseminate agendas

for Regulator/Committee meetings ensure that the proceedings of the Regulator/Committee meetings are

accurately minutes/recorded facilitate approval of Annual Regulator/Committee work plans. Monitor

Regulator/Committee action plans to ensure plans are being addressed timeously and obtain feedback on

specific agenda items. Maintain Regulator records and registers, including a Declaration of Interests

Register. Facilitate logistical arrangements for Members, including preparation of monthly Remuneration

Schedules. Develop/review Regulator/Committee structures and Charters/Terms of Reference on an

annual basis. Attend to annual review/drafting of Terms of Reference, schedules and other legal

instruments. Monitor compliance with good corporate governance practices and legislative instruments.

• Draft Governance Compliance Checklists and submit Quarterly Governance Reports. Provide detailed

guidance to Members on their legal duties, powers and responsibilities. Keep abreast of all legislation,

regulatory and corporate governance developments that may influence the organisation’s operations and

ensure that Regulator Members are informed when making decisions. Makes the relevant parties aware

of any law relevant to or affecting the Regulator. Manage and review Delegations of Authority and

applicable governance policies. Facilitate members’ induction and training and ensure regulator training

is conducted on key legal, governance and regulatory obligations. Conduct Annual Member/Committee

Performance Evaluations. Contribute to Annual Reports of Entity and dissemination thereof present

reports and fulfil ad hoc requests of the Regulator members

• A LLB Degree or Admitted Attorney or Advocate. A master’s degree (LLM), Chartered Secretary (CIS), will

be an added advantage. Admitted as a legal practitioner (Attorney or Advocate)

• 5-10-years relevant experience in a legal environment or in a public sector corporate secretariat

environment, 5 years of consecutive experience as a Company Secretary

• Membership of the Chartered Governance Institute of Southern Africa or Chartered Secretaries Southern

Africa or relevant (added advantage)

• Knowledge of governance best practices and compliance in terms of King IV Code. In depth knowledge of

legislation, regulations, frameworks and other instruments applicable to the public sector. Knowledge and

experience in Board/Committee processes. An understanding of strategic, operational and risk

identification and risk management.

• Good Interpersonal skills

• Communication

• Problem solving

• Decision making

• Leadership

• Computer literacy

• Planning and organising

• Problem solving

• Negotiation

• Analytical

• People Management

REPORTING STRUCTURE

• Reports to: Ports Regulator CEO and Chairperson of the Board.

• Location: Durban (hybrid – remote work with scheduled office days).

Meeting venues

• Location of the PRSA is 22 Dorothy Nyembe Street, 11th Floor, The Marine Building, Durban, 4001 and

committee, Board and hearing meetings may take place virtually and/or at other location as determined

with the Chairperson of the Board, Committee and the CEO.

6. TERMS OF ENGAGEMENT

• Contract Type: Full-time, until 30th of September 2026 (With option to be renewed further for 12 months

depending on the availability of funds and satisfactory performance)

• Ports Regulator offers a once-off 5 % as the placement fee based on the cost to company (CTC) of the

successful candidate/s.

• Salary: R497 919.00 for 6-month period (non-negotiable fixed rate and all inclusive)

• The service provider should supply a maximum of two (2) qualified candidate CVs to our SCM email address

provided below.

• Ports Regulator will not contract with the recruitment / placement agency. The agency that their candidate

has been successful will be paid a once-off fee as stipulated above. Ports Regulator will only contract with

the successful candidate.

• Ports Regulator will not accept individual applications.

• Please refer to the Job profile/ specification

• Note: By submitting your application, you give consent to the Ports Regulator or its recruitment agency in

processing your personal information for the recruitment purposes and only shortlisted candidates will be

7 EVALUATION CRITERIA

7.1 SCM Administrative (Phase 1):

7.1.4 Valid and original Tax Clearance Certificate/Valid Tax Pin Number

7.1.6 Valid SANAS Accredited B-BBEE Certificate/ Sworn Affidavit – if no certificate is submitted or certificate is not

valid, no points will be allocated for B-BBEE

7.2.1 The service provider should supply a maximum of two (2) qualified candidate CVs.

7.3 Pricing Considerations and Specific Goals (Phase 3)

7.3.3 Bidders total price proposal weighs 80 points.

7.4 Specific Goals (Weighs 20 Points).

7.4.3 Specific goal: BBBEE compliance (All levels will be taken into account and allocated specific point if applicable).

Weighs 20 Points.

NB: Tax matter for the recommended service provider will be verified on the Central Supplier Database (CSD) or SARS

efilling prior to awarding. If the service providers’ tax matters are non-compliant in terms of clause 4.2 & 4.3 will be

exercised from National Treasury Instruction No. /2018 (Tax Compliance Status Verification).

6 COMMUNICATIONS

All enquiries relating to this RFQ should be sent via email: [email protected]

7 CONDITIONS TO BE OBSERVED WHEN RFQING

No RFQ shall be deemed to have been accepted unless and until a formal contract/letter of award/order form is

prepared and executed. Quotation shall remain open for acceptance by the Ports Regulator for a period of 90

days from the closing date of the RFQ Enquiry.

8 COSTS OF BIDDING

The service provider shall bear all costs and expenses associated with preparation and submission of its RFQ, and

the Ports Regulator of South Africa shall under no circumstances be responsible or liable for any such costs,

regardless of, without limitation, the conduct or outcome of the bidding, evaluation, and selection process.

ND OF RFQ DOCUMENT

Annexed to this document for completion and return with the document:

• Quotation on a company letterhead

• Completed and signed Declaration of Interest (SBD 4)

• Copy of CSD Report or MAAA Number (National Treasury)

• Completed and signed SBD 6.1 together with BBBEE Certificate or Sworn Affidavit in order to claim BBBEE

points

• The service provider should supply a maximum of two (2) qualified candidate CVs.

• Valid and original Tax Clearance Certificate/Valid Tax Pin Number