Job description
British American Tobacco has an exciting opportunity for a Legal&External Affairs Paralegal to join our team in Nairobi.
Purpose
The position is to play a primary role in the establishment and ongoing management of Records across the ECAA business, including developing policies, ensuring appropriate procedures of retention, indexing and destruction are in place and providing training to all levels of the business. The role will also be active in implementing the broader compliance program across the business, managing the local provident fund requirements and board, and providing extensive support to company secretarial and corporate governance.
Key Deliverables
Records Management
Create, Set-up and Manage RM (Records Management) storage facilities in ECCA sites and ensure Records Management Storage Databases in the depositories are in line with the BAT storage policy standards
Apply all retention schedules to all records and manage destruction process in accordance with Hold Order requirements
Develop appropriate local RM policies and procedures in line with Global company standards and legal requirements.
Interpret and explain existing RM policy and ensure compliance with applicable local legislation and regulations as they relate to RM.
Assist the Legal Counsels in implementing the RMP. Ensure training and advice is provided to existing ECA employees at all levels within the organisation with regards to RMP and introduce RM Induction programme to new recruits
Ensure the Critical Records Schedule is always up-to-date
Develop new material to promote a better understanding of the RMP for all staff within ECA ensuring that the Control List and RM procedures are up to date and communicated.
Company Secretarial & Corporate Governance Support
Provide robust support in Company secretarial matters, to all BAT Group area entities
Management/Organization of board meetings inclusive of the annual general meetings.
Collation & preparation of board papers ensuring timely circulation to all directors prior to board meetings.
Ensure statutory deadlines are met on filing of annual returns, dispatch of annual financial statements to shareholders and regulatory bodies entitled to receive it.
Management of shareholder matters and complaints in liaison with the Company’s Share Registrar.
Liaison with the Company Secretary on updating all Company Registers
Provident Fund Support
Support to the BAT Provident Funds’ Trust Secretary in all areas including AGM; Board Meetings; Approvals & Payments; Member Issues; and Trustee Trainings.
Compliance Program
Embedding SOBC Compliance within the organization through training and sign offs during recruitment and annual refresher process.
Maintaining all disclosure and conflicts registers.
Reviewing and developing local policies to ensure alignment with the current business structure and global requirements.
Support policies cascade process within the business.
Requiirements
University degree from a recognised University
At least 3 years’ experience working as an Executive Assistant, Paralegal or other senior support function role in a law firm or a legal function in a multinational organisation or other large consultancy firm.
Diplomatic and tactful in dealing with team members and external stakeholders
Ability to communicate effectively and persuasively at all levels within the organisation
High level of literacy, computer literacy and attention to detail
Project Management skills
Knowledge of French is an added advantage
A degree or post graduate diploma in Law is desirable.
