Objectives

The primary objective of this tender is to procure the services of a minute taker responsible for recording proceedings and compiling minutes for the merSETA Accounting Authority and its Committees, including governance structures such as AA, EXCO, ARC, HRRC, FGC, and GSC.

Scope

The scope encompasses:

• Providing minute-taking services for merSETA’s Accounting Authority and its committees in accordance with the annual meetings plan or as required.
• Recording meetings conducted both in-person and virtually (via MS Teams), including meetings outside Gauteng if convened.
• Ensuring recordings are compatible with Microsoft Teams and adhere to data protection protocols.
• Delivering accurate, comprehensive minutes within specified timeframes, including post-meeting documentation to the Company Secretary within three working days.
• Maintaining consistency and confidentiality across all governance structures.

Technical Requirements

The technical requirements include:

• At least five (5) years of relevant experience in minute taking or comparable fields within SETAs or public entities.
• Provision of at least two (2) examples of previously prepared minutes demonstrating accuracy and professionalism.
• Submission of CVs for team members, each with a minimum of three (3) years' relevant experience and qualifications at NQF Level 6 or above.
• Provision of three (3) or more verifiable reference letters from clients within the last five (5) years.
• A comprehensive methodology outlining processes for capturing, transcribing, editing, quality assurance, and delivery of minutes.
• Clear explanation of how personal data will be protected in compliance with the POPI Act, covering collection, storage, transfer, and destruction of confidential information.

Skills Requirements

• Proven experience in minute taking, with demonstrated ability to accurately record and produce professional meeting minutes.
• Strong organizational and communication skills to ensure clarity, consistency, and confidentiality.
• Technical proficiency with audio recording equipment and Microsoft Teams.
• Understanding of governance processes and terminology relevant to the public sector and SETA environment.
• Ability to work under tight deadlines and handle sensitive information securely.