Description
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
Group Legal archiving- Merrill data room and share point
Company Registry – e- citizen & physical updates
Company Secretarial matters (Vivo Energy Kenya Limited, Vivo Energy Malindi Limited, Vivo Energy East Africa Limited, Vivo Energy Marketing Kenya Limited(Engen)
Annual Shell Assurance letters
Information retrieval:
Letters and other documents addressed to the company/Legal Dept./ forwarded to dept.
Correspondence from department
Meetings with external service providers and with other teams
Departmental meetings
Legal Budget
Payments of legal fees & other services
Trainings
Travel by staff in legal
Stationery
Vivo Energy Provident Trust Limited
New legislation:
Legal Calendar
Process service
Annual verification exercise
Company projects
HSSE
Keep updated at all times
Keep updated at all times
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.
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
Preparation of all requisite documentation accompanying this letter
Reminding Finance in November to have all insurances ready and reminding them in readiness for letter.
Timely retrieval of required documents and files on request.
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
Manages all correspondence from department
Keeper of letterheads for all companies
Ensures timely delivery of all correspondence from the department
Arrange meetings as requested by legal team
Book meeting venues
Arrange for water and refreshments
Set up weekly departmental meetings and take minutes
Monthly lunch for legal team
Arrange away days for legal team
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
Forward fee notes to Senior Lands Clerk for payment
Keep a record book of all fee notes received and date paid
Arrange trainings, workshops, seminars and meetings.
· Book Venues.
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
Ensures adequate supply of stationery for the department
Controls usage of stationery
Ensures legal printer always well supplied and in working condition
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
Printing and keeping file fully updated. Updating the Laws.
Updates the calendar of legal team with all hearing notices and mentions
Accepts service of court papers served on the company in the absence of HOL
Seeks advice on receipt of ALL service
Organize an annual verification exercise of company documents, titles, leases, charges, agreements, certificates etc. in collaboration with the Senior Lands Clerk.
Provide administrative Support to HOL to deliver various projects and impromptu assignments that may arise in the course of the year.
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
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