Detailed description

 The successful candidate will be responsible for the following key performance areas:

• Manage and coordinate administrative activities within the office of General Counsel and Head of Department (GCHOD), including managing the diary of GCHOD and making logistical arrangements for appointments and travel in liaison with relevant stakeholders.
• Provide administrative and coordination support for effective monitoring, measurement and reporting on the departmental strategic initiatives.
• Prepare, proofread and format legal documents such as contract, pleadings subpoenas and court filings.
• Maintain and organize casefiles, correspondence and legal records, both digital and physical).
• Draft routine correspondence
• Assist with legal research and document retrieval.
• Monitor and track progress on deadlines, follow up on action items and supporting the General Counsel in prioritizing strategic initiatives.
• Serve as first point of contact for internal and external stakeholders, maintaining professional and diplomatic communication.
• Assist with research, document compilation and project coordination.
• Co-ordinate committee submissions, and legal briefings in line with applicable protocols.
• Support implementation and maintenance of legal technology tools.
• Ensure data integrity and assist with reporting and analytics.
• Document and standardize departmental processes and procedures.
• Prepare and edit correspondence reports, communications, presentations and other documents, conducting basic research and analysis where necessary.
• Provide administrative and coordination support for projects or initiatives for the department within the required governance processes.
• Oversee the implementation of corrective actions and proactively action improvements.
• Implement approved improvements to methods, practices, procedures and processes.
• Co-ordinate documentation, deliverables and ensure that reports are produced, approved and maintained timeously.
• Take responsibility for records and document management within the office of GCHOD.
• Maintain positive internal and external relationships on behalf of divisional management, engaging with members and stakeholders at all levels of seniority.
• Perform day-to-day duties in an ethical manner that involves maintaining absolute confidentiality in all matters related to the GCHOD’s office.
• Keep up to date with latest office and project administration practices and recommend application with the division or department.
• Execute any other tasks as instructed by the GCHOD and senior managers, as and when required.

Qualifications

To be considered for this position, candidates must have:

• a minimum of NQ5 or equivalent
• a minimum of two to five years’ experience in an office management/coordination environment.
• paralegal training will be an advantage.
• Additional requirements are as follows:
• ability to work under pressure and independently;
• strong command of business English and strong verbal and written communication skills;
• excellent organizational and time management skills planning and organizing skills;
• Interpersonal skills;
• being a team player;
• high attention to detail and accuracy;
• multitasking;
• stakeholder and client focus;
• data analysis and reporting;
• proficiency in the Microsoft (MS) Office suite and legal software and case management;
• quality assurance skills;
• administration and information management knowledge;
• ability to handle sensitive information with discretion
• stakeholder and client focus;