Organization wide Policy Reviews
1. Embed and maintain a Policy Governance Committee which will take on the responsibility to review the Bank’s current policies and frameworks and then decide on the new process to manage the Bank’s policies. These processes will include:
1.1 Policy formulation (including updating of Policy on Drafting)
1.2 Definitions of governance documents
1.3 Defined roles and responsibilities for all stakeholders
1.4 Review and discontinuation of policies
1.5 Management of the policy register/universe
1.6 Approval processes etc.
2. Embed the “Collaborate” or similar system as the Group’s central Policy Repository which will be used to manage and maintain the policy register/universe including the monitoring of policy review periods to ensure that all policies are reviewed and updated within the defined period. A key objective of this centralised system should be to prompt policy owners when policies are due for review and prompt all relevant stakeholders to perform a review of the said policy.
3. Schedule and facilitate annual or bi-annual reviews of policies across the Group
4. Conduct or support internal policy audits to:
4.1 Identify outdated provisions
4.2 Highlight compliance gaps
4.3 Benchmark against peer institutions and regulatory expectations
5. Maintain a central repository of all current policies with version history, dates of review/approval and responsible owners and next review dates
6. Track implementation of revised policies across the bank and ensure that operational processes and internal controls reflect updated policy provisions

Stakeholder Relationship Management
1. Create and maintain productive relationships with internal and external stakeholders by providing guidance, advice and assistance
2. Maintain a strong relationship with key stakeholders including leading engagement with the Board, Executive Committee and business functions in creating a strong policy and corporate governance culture Act as a proactive business partner ensuring timely communications to senior stakeholders for relevant policy governance and regulatory matters Influence business heads to ensure there’s adequate policy governance around regular reviews of policies
3. Build a positive image by exceeding client expectations at all times

Policies, Processes and Procedures within Company Secretariat
1. Assist in drafting, reviewing, and maintaining internal policies, charters, and procedures in the Company Secretariat environment
2. Ensure all governance policies align with applicable laws (e.g., Companies Act, Bank’s Act, JSE Listing Requirements, King IV, etc.).
3. Draft revised versions of governance policies, ensuring clarity, consistency, and legal accuracy and compliance with circulars and notifications
4. Prepare briefing notes and present proposed policy changes to various committees such as:
4.1 Audit Committee
4.2 Risk Management Committee
4.3 Board of Directors
5. Track policy expiration and review cycles, ensuring timely updates and board approvals
6. Maintain a centralized and well-organized policy database accessible to relevant stakeholders
7. Coordinate policy approvals and updates through the relevant governance channels
8. Identify areas where new policies are needed, or existing ones require updating
9. Develop detailed step-by-step Standard Operating Procedures (SOPs) for policy and governance tasks
10. Ensure Company Secretariat procedural manuals are updated in line with policy or regulation changes
11. Conduct periodic compliance checks/audits against procedures

Organization wide Policy Reviews
1. Schedule and facilitate annual or bi-annual reviews of critical governance and compliance-related policies
2. Conduct or support internal policy audits to:
2.1 Identify outdated provisions
2.2 Highlight compliance gaps
2.3 Benchmark against peer institutions and regulatory expectations
3. Draft revised versions of governance policies, ensuring clarity, consistency, and legal accuracy and compliance with circulars and notifications from RBI/SEBI
4. Prepare briefing notes and present proposed policy changes to various committees such as:
4.1 Audit Committee
4.2 Risk Management Committee
4.3 Board of Directors
5. Maintain a central repository of all current policies with version history, dates of review/approval and responsible owners and next review dates
6. Track implementation of revised policies across the bank and ensure that operational processes and internal controls reflect updated policy provisions

Policy Governance Framework
1. Assist to formalize the governance standards and practices across the Group
2. Managing, and optimizing the end-to-end workflows that ensure compliance with the Group’s Policy Governance framework
3. Training stakeholders (e.g., board members, management) on policy governance procedures
4. Define and document the Governance Policy Framework, outlining roles and responsibilities of the board, committees, and senior management and scalation and decision-making pathways
5. Prepare governance-related reports for the Exco, board, regulators, and shareholders
6. Maintain transparent records of governance activities for audit and regulatory reviews
7. Ensure policy governance practices align with the enterprise risk management framework and compliance policies
8. Collaborate with compliance and internal audit functions to close policy governance control gaps

Monitoring, reporting and documentation
1. Monitor changes in relevant laws and regulations and advise the Group on necessary adjustments to ensure compliance
2. Monitor internal governance policies and procedures to ensure they align with regulatory standards
3. Review internal reports and disclosures to ensure accuracy and completeness prior to submissions to regulatory authorities
4. Coordinate with senior managers to compile reports on corporate governance practices and adherence to regulatory guidelines
5. Compiling reports on identified gaps in governance practices and make recommendations on improvements
6. Ensure all internal and external communication materials accurately reflect the Group’s adherence to legal requirements