Legal Administrator

SUMMARY:

JOB DETAILS

 Purpose

To provide legal administrative support to the Jobs Fund.

POSITION INFO:

Draft Legal Documents

1. Draft addendums using provided templates.
2. Draft letters including but not limited to Investment Committee and Secondary Bank Account resolutions.
3. Draft other legal letters/documents as and when required by the Legal Advisors or other governance/management structures of the Jobs Fund.
4. Ensure the letters/documents are aligned to resolutions/minutes and input documents which are the basis of the resolutions/minutes.
5. Incorporate and quality assure inputs provided by Team members/Managers/DDG’s office with regards to legal documents/letters.
6. Quality assure all submissions emanating from the Legal Unit.

Administration and Support

1. File management of all Portfolio legal records and documents.
2. Provision of portfolio statistics (related to Legal).
3. Quality assurance and control of all legal documentation.
4. Implement and maintain version control procedures on all portfolio reports, letters/documentation.
5. Drafting agendas, taking minutes, distributing and collecting of documents for the Legal Unit meetings.
6. Dissemination of information.
7. Ensure /co-ordinate fast and efficient handling of all correspondence, meeting of deadlines for documents (determine priority and follow up).
8. Ensure and implement an efficient way of tracking action points from various committees.
9. Ensure and implement an efficient way of tracking feedback from team members/Managers on letters/documents.
10. Ensure and implement an efficient way of tracking responses from JFPs/applicants on letters/documents sent to the JFPs/applicants.
11. Maintain a Register/Action Log of letters/documents sent to JFP. Letters such as ITW; events of Default, Termination, Non - compliance etc.
12. Create, maintain, and enforce a Letters/Addendum Action Log indicating log date, when letters were sent to Project Team, when feedback received from each Project Team Member, when letters sent to MANCO, when received from each MANCO member, when submitted to DDG, and when signed by DDG. This is necessary to unlock bottlenecks.
13. Maintain and implement an effective filing system for letters/Addenda on shared drive so that draft documents and final documents are easily accessible by other JF members as may be necessary.
14. Update, quality assure and confirm completeness of data in legal repository folder and physical legal files.
15. Client Liaison: includes query tracking, follow-up, preparation of responses and dissemination.
16. Abide by the timeframes, processes, procedures etc as set out in the Jobs Fund SOPs and Operating Guidelines, which may vary from time to time.

 
Coordination

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

FICA Verification

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

General Administration

1. Prepare file of legal documents requiring signature by the Deputy Director General: Employment Facilitation;
2. Prepare Action Logs and distribute to Legal Specialist and DDG: Employment facilitation on a weekly basis;
3. Prepare and update Legal MANCO Action Log and other MANCO related documents;
4. Maintain filling system, electronic database and accurate record keeping, i.e. RACI Project Folder;
5. Provide Legal Advisors with requested documents from time to time.
6. Attend to formatting and quality assurance of legal documents prior to circulation.
7. Scan, file and send signed letters to GMS Manager and to the Project Team.
8. Ensure confidentiality of information processed during the execution of his/her function.

Client Relationship

1. Establish strong relationships with internal and external stakeholders.
2. Monitor the level of client satisfaction of the Jobs Fund Applicants and Jobs Fund Partners.
3. Respond to clients’ queries and complaints ensuring that corrective action is taken when necessary.

Behavioural Competencies

• Organisational Awareness: Refers to the ability to understand and learn the power relationships in one’s own organisation or in other organisations. This includes the ability to identify the real decision makers; the individuals who can influence them; and to predict how new events or situations will affect individuals and groups within the Department (Competent level)
• Client Service Orientation: Client-service orientation implies helping or serving others, to meet their needs. It means focussing on discovering those needs, figuring out how to best meet them as well as putting into practice the Batho Pele spirit. The term "clients" refers to both internal and external dents. (Advanced level)
• Problem Solving and Analysis: Understanding a situation, issue, problem, etc., by breaking it into smaller pieces, or tracing the implications of a situation in a step-by-step way. It includes organizing the parts of a problem, situation, etc., in a systematic way; making systematic comparisons of different features or aspects; setting priorities on a rational basis; and identifying time sequences, causal relationships, or if-then relationships. Create timely and well developed solutions by examining alternatives, risks and consequences (Advanced level)
• Effective Communication: Ability to transmit and receive information clearly and communicate effectively to others by considering their points of view to respond appropriately. This may involve listening, interpreting, formulating and delivering: verbal, non-verbal, written, and/or electronic messages. It includes the ability to convey ideas and information in a way that brings understanding to the target audience (Advanced level)
• Concern for Quality and Order: Desire to see things done logically, clearly and well. It takes various forms: monitoring and checking work and information, insisting on the clarity of roles and duties, setting up and maintaining information systems (Advanced level)
• Integrity / Honesty: Contributes to maintaining the integrity of the organisation; displays high standards of ethical conduct and understands the impact of violating these standards on an organisation, self, and others; is trustworthy (Advanced level)
• Team Participation: Works co-operatively with others, working together as opposed to working separately or competitively (Advanced level)

Technical Competencies

• Administrative Operations: Knowledge, capabilities and practices associated with the support of administrative and management activities to facilitate organizational and mission goals and objectives. This competency requires knowledge of the appropriate rules, regulations, processes and associated systems within various enabling functions which may include human resources management, resource management, employee support services, documentation, procurement and financial management (Advanced level)
• Computer Literacy: Knowledge and ability to use computers and technology efficiently. Refers to the comfort level someone has with using computer programs and other applications associated with computers (MSOffice, Internet, email) (Expert level)
• Supply Chain: The design, planning, execution, control and monitoring of all activities involved in sourcing and procurement, conversion and logistics management to provide products, services, and information that add value to the organisation. Also includes coordination and collaboration with channel partners, which can be suppliers, intermediaries, third party service providers, and customers. It integrates supply and demand management within and across the organisation (Intermediate level)

Qualifications

• Bachelor Degree in Paralegal qualification

Experience

• 3 – 5 years’ experience in a legal firm or legal environment

Should you meet all the requirements and wish to apply, please send your latest CV and motivation to --------Please upload your CV here-------->

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