Legal Administrator (24 Months Fixed term Contract)

SUMMARY:
JOB PURPOSE:

• To provide legal administrative support to the Jobs Fund.
  

• Bachelor’s degree (NQF 7) in Paralegal studies or related fields / LLB Degree (NQF level 8).
• At least 3 – 5 years’ experience in a legal firm or legal environment.
  

POSITION INFO:
RESPONSIBILITIES:
Draft Legal documents:

• Draft letters, including but not limited to the Jobs Fund Investment Committee and Secondary Bank Account resolutions.
• Draft other legal letters/documents as and when required by the Legal Advisors or other governance/management structures of the Jobs Fund.
• Ensure the letters/documents are aligned to resolutions/minutes and input documents, which are the basis of the resolutions/minutes.
• Incorporate and quality assure inputs provided by Team members/ Managers/Deputy Director General’s office with regard to Legal documents/letters.
• Quality assures all submissions emanating from the Legal Unit.

• File management of all Portfolio legal records and documents.
• Provision of portfolio statistics (related to Legal).
• Quality assurance and control of all legal documentation.
• Implement and maintain version control procedures on all portfolio reports, letters/documentation.
• Drafting agendas, taking minutes, distributing and collecting of documents for the Legal Unit meetings and/or any other meeting as may be requested from time to time.
• Dissemination of information.
• Ensure /co-ordinate fast and efficient handling of all correspondence, meeting of deadlines for documents (determine priority and follow up).
• Ensure and implement an efficient way of tracking action points from various committees. Ensure and implement an efficient way of tracking feedback from team members/Managers on letters/documents.
• Ensure and implement an efficient way of tracking responses from JFPs/applicants on letters/documents sent to the JFPs/applicants.
• Maintain a Register/Action Log of letters/documents sent to JFP.
• Letters such as Intention to Withhold, Breach, Termination, Non-compliance etc. Create, maintain, and enforce a Letters and Addenda Action Log indicating log date, when letters were sent to the Project Team, when feedback was received from each Project Team Member, when letters were sent to MANCO, when received from each MANCO member, when submitted to DDG, and when signed by DDG.
• This is necessary to unlock bottlenecks.
• Maintain and implement an effective filing system for letters/Addenda on OneDrive so that draft documents and final documents are easily accessible by other JF members as may be necessary.
• Update, quality assure and confirm completeness of data in the legal repository folder and physical legal files.
• Client Liaison: includes query tracking, follow-up, preparation of responses and dissemination. Abide by the timeframes, processes, procedures, etc, as set out in the Jobs Fund’s SOPs and Operating Guidelines, which may vary from time to time.
• Maintain an Action Log on Learning & Growth deliverables.
• Set reminders for the Legal Unit.
• Remind Members about deliverables in daily Huddles.
• Create and maintain an Issues Log for all implementing Projects.
• Create and maintain a subsequent conditions tracker for all implementing Projects.
• Create and maintain an Audit Log for all legal issues raised in Audit Reports for all implementing Projects.

• Provide Administrative support to the Jobs Fund Legal Team by coordinating: Travel arrangements; manage all logistics associated with workshops, conferences (not limited to legal unit, i.e. cover JF events); setting up of meetings through the timely distribution and confirmation of invitations, relevant documents, previous minutes and agenda; when required, minute taking, circulation, ensuring sign off and filing of approved minutes, and bookings of suitable venues.
• Organising the necessary equipment & other event logistics.
• Attach source documents before circulating legal documents/letters drafted by the incumbent and/or Legal Advisors among Team Members and Managers for their input.
• Ensure and coordinate fast and efficient handling of all correspondence, meeting of deadlines for documents (determine priority and follow up).
• Preparation of Action Logs and distribution thereof to relevant Team Members.
• Provide a coordinating role for the Legal Unit during key annual activities such as strategic planning.
• Quality Assurance of documents prior to submission and sign-off.
• Attend to reasonable requests/ instructions from Legal Specialist and/or legal Advisors as Unit operational requirements dictate from time to time.
• Coordinate complaints and administer the Complaints Register.
• Coordinate the Recoupment register and administer the Recoupment Log.

• Review FICA documents of all Jobs Fund’s Applicants and Implementing Partners.
• Conduct company checks on the organisation applying for funding.
• Conduct credit screening of all directors and companies applying and involved in the implementation of the project using different systems.
• Update the FICA checklist and follow up on outstanding documents from the relevant organisation.
• Sign off FICA checklist. Verify JF Partner’s secondary bank accounts on the relevant system.

• Prepare a file of legal documents requiring signature by the Deputy Director General: Employment Facilitation.
• Maintain filling system, electronic database and accurate record keeping, i.e. RACI Project Folder.
• Create and maintain Legal folders on OneDrive.
• Provide Legal Advisors with the requested documents from time to time.
• Attend to formatting and quality assurance of legal documents prior to circulation.
• Scan, file and send signed letters to the GMS Manager and to the Project Team.
• Ensure confidentiality of information processed during the execution of his/her function. Consolidate Legal Unit’s Work Activity Logs on a weekly basis, submit to Legal Specialist and DDG: EF.

• Establish strong relationships with internal and external stakeholders.
• Forward clients’ queries and complaints to the Legal Specialist, monitor and track the responses.