Job Purpose: To offer support to the Legal Team
Principal Accountabilities:
Contract approval tool
- Timeously uploading all contracts forwarded by staff for approval by legal and in any event on the same day
Contract Management
- Circulation of all physical forms of contracts for signature by directors after approval by legal
- Circulation by way of sign off using a log book
- Follow up for signature
- Collection by way of sign off using the log book
- collection of ALL signed agreements from directors
- Uploading of all signed copies on share point
- Storing a copy of ALL signed agreements at legal
- Archiving all contracts more than 6 years old / expired
- Disbursement of signed agreement to contract holders
Leases, Charges, Transfers, Indemnities
- Preparation of the documents for signature
- Marking of relevant pages for signature
- Stamping and sealing
- Keeping an adequate number of passport photos of all directors for use
Company Seal
- Custodian of all the companies Seals
- Keeps adequate red stamps for use at sealing documents
- Keeps a record of all sealed documents plus their value for ratification at board meeting
Company safe:
- Custodian of the code
- Classify, Store and manage the company’s legal documents in the company safe and control their movement.
- Keeper of documents of title all arranged in a systematic manner for ease of retrieval by team
- Keeper of leases and charges all arranged in a systematic manner
- Keeper of company records-all arranged in a systematic manner
- Keeper of company secretarial records
- Classify, Store and manage the company’s legal documents (titles, leases, charges, agreements etc.) in the company safe
- Keep a log accessible to legal staff on location of every important document
- Control movement of company records through an updated movement register
Management of records / files
- Filing of documents in a systematic manner
- Opening of files for litigation and other matters
- Proper organization of all files in the strong room- proper labelling for ease of retrieval by legal team
- Maintain an up-to date filling register (online and booklet) (where anyone in legal team can register and open a file).
- Central Legal archiving- share point
- Archiving of closed files at depot/info fort and keeping an updated log of all archived documents
Digitization of Legal records:
- Keep all records under Legal digitized except Correspondence files in accordance with group policy
- Regularly upload on Blue print, Merrill and SharePoint
Group Company Secretarial tool- Blue print
- Keep updated at all times
Group Legal archiving- Merrill data room and share point
- Keep updated at all times
Company Registry – e- citizen & physical updates
- Updating status of the companies at the Companies Registry
- filing of Annual Returns for Vivo Energy Kenya Limited / Vivo Energy East Africa Limited / Vivo Energy Malindi Limited / Vivo Energy Provident Trust Ltd/ SVLK/ Vivo Energy Marketing Kenya Limited
- Obtain CR12s for VEK, SVLK, VEEAL, VEML & VEMKL by 30th June each year to ensure validity by January each year.
Company Secretarial matters (Vivo Energy Kenya Limited, Vivo Energy Malindi Limited, Vivo Energy East Africa Limited, Vivo Energy Marketing Kenya Limited(Engen))
- Booking meeting rooms and arranging for refreshments
- preparing board packs – agenda, TT, Action items, minutes of the last meeting, accounts and significant matters, board papers etc.
- preparing AGM packs- agenda, minutes and accounts
Annual Shell Assurance letters
- Preparation of all requisite documentation accompanying this letter
- Reminding Finance in November to have all insurances ready and reminding them in readiness for letter.
Information retrieval:
- Timely retrieval of required documents and files on request.
Letters and other documents addressed to the company/Legal Dept./ forwarded to dept.
- Receive all correspondence
- Bring all to the attention of HOL daily
- Distribute to the team what is addressed to each daily together with the relevant files
- Attend to letters with actions directed to her/him
- File Away in appropriate files
- Respond to email queries within the timelines agree
Correspondence from department
- Manages all correspondence from department
- Keeper of letterheads for all companies
- Ensures timely delivery of all correspondence from the department
Meetings with external service providers and with other teams
- Arrange meetings as requested by legal team
- Book meeting venues
- Arrange for water and refreshments
Departmental meetings
- Set up weekly departmental meetings and take minutes
- Monthly lunch for legal team
- Arrange away days for legal team
Legal Budget
- Custodian of department P-Card
- Manages budget within limits especially stationery, training, travel and entertainment.
- Monthly update to HOL on budget use (before monthly call with General Counsel)
- Works closely with Finance & HOL during planning for legal budget
Payments of legal fees & other services
- Forward fee notes to Senior Lands Clerk for payment
- Keep a record book of all fee notes received and date paid
Trainings
- Arrange trainings, workshops, seminars and meetings.
- · Book Venues.
Travel by staff in legal
- arrange local travel for team
- arrange for visas for international travel
- Purchase tickets for local and international travel
- Book and arrange transport for all travel
- arrange and book accommodation for staff going on business trips
Stationery
- Ensures adequate supply of stationery for the department
- Controls usage of stationery
- Ensures legal printer always well supplied and in working condition
Vivo Energy Provident Trust Limited
- Arranging all board matters- meetings- board packs etc.
- Keeping a segregated filing system for the Trust
- Keeping all the registration documents
- Segregated filing system for the Trust
- ·All correspondence from RBA
New legislation:
- Printing and keeping file fully updated. Updating the Laws.
Legal Calendar
- Updates the calendar of legal team with all hearing notices and mentions
Process service
- Accepts service of court papers served on the company in the absence of HOL
- Seeks advice on receipt of ALL service
Annual verification exercise
- Organize an annual verification exercise of company documents, titles, leases, charges, agreements, certificates etc. in collaboration with the Senior Lands Clerk.
Company projects
- Provide administrative Support to HOL to deliver various projects and impromptu assignments that may arise in the course of the year.
HSSE
- Comply with HSSE Golden Rules
- 100% compliance to life saving rules
Requirements
Bachelors Degree Degree
Builds Shared Vision/ Engages Stakeholders- Knowledge
Champions Customer Focus- Knowledge
Delivers Results- Skill
Demonstrates Excellent interpersonal and communication skills- Skill
Demonstrates Professional competency- Skill
Displays Personal Effectiveness- Skill
Works well in Teams- Skill
The post Legal Administrator at Vivo Energy appeared first on Jobs in Kenya - http://jobwebkenya.com/.
The post Legal Administrator at Vivo Energy is republished from Jobs – Jobs in Kenya – http://jobwebkenya.com/
