SECRETARIAT SERVICES

Kutta Secretariat Services

EFFECTIVE - SUPPORTIVE - EFFICIENT
Stakeholder management need not be a burden.

Kutta Consulting provides the following secretariat services to clients:

• Providing the stakeholder support to boards, committees, working groups, task-forces, etc;
• Providing support to the group’s chair through advice;
• Attendance of scheduled and ad-hoc meetings;
• Preparation, collation and circulation of meeting agenda packs;
• Taking and distribution of draft and adopted minutes;
• Taking note, sending reminders and following up on actions arising from meetings;
• Maintenance of records and confidentiality;
• Supporting the development of a work programme guided by the objectives, work streams, time-frames, budget, and responsibilities;
• Managing risks to the work programme of the group;
• Reporting regularly to the group on activities, completion and those that are outstanding;
• Drawing and maintaining a calendar of events;
• Maintaining effective relationships within the meeting and with external stakeholders;
• Managing contracts;
• Providing support to the chair and new members;
• Upholding the terms of reference and rules of procedures.
• Preparation of the governance manual.
• Providing advice on governance issues;
• Advising reporting lines;
• Maintaining and advising on conflict of interest;
• Managing the workflow of members;
• Preparing reports;
• Advising on policy and technical issues including collecting and analysing data and conducting research;
• Presentation of policy papers;
• Consultations with members and external stakeholders;
• Circulation of information to members;
• Coordinating members' input and that of external stakeholders when needed;
• Reminding the members and implementing resolutions and actions;
• Ensuring effective stakeholder engagements;
• Providing support to the chair, such as developing the agenda in consultation with the chair and preparing and circulating the minutes;
• Organising the meetings including logistics such as travel, accommodation, catering, venue booking;
• Managing correspondence;
• Record keeping i.e. minutes, terms of reference, procedural policies, etc.;
• Managing telephone/ email enquiries;
• Establishing and maintaining an online presence through websites, social media, etc;
• Maintaining a filing system;
• Events management such as organising conferences and workshops.

For secretariat services please email us at info@kutta.co.za