Our company is looking for a suitably qualified and experienced Company Secretary Legal Assistant to join our dynamic team.
To provide assistance to the Assistant CoSec, Senior Legal Counsel and divisional General Counsels to manage the Group statutory and company secretarial requirements, both in South Africa and Africa; support and co-manage the Contract Management System; generally support the whole Legal function.
FUNCTIONS / RESPONSIBILITIES:
Manage and maintain statutory/company secretarial records for the Group countries both in South Africa and Africa
Implementation of statutory changes across the Group, eg director changes, and registering changes with Companies Office (CIPC) and Africa company regulators.
Ensuring annual statutory returns are lodged for all Group companies.
Updating and maintaining Group statutory registers and records.
Managing external auditors in respect of annual statutory audit, including resolving issues and reviewing audit report.
Liaising with external legal advisors and company secretaries regarding statutory requirements.
Assisting with the drafting of board minutes.
Proactively partner with the division legal teams to assist with all company secretarial administration.
Drafting of company resolutions for review and approval by the Assistant Company Secretary and/or Legal Counsel.
Legal Matter Administration and Support
Assisting with the preparation of board and committee meeting packs.
Assist with the preparation and compilation of annual compliance checklists and reports for JSE and King III compliance purposes with the guidance of the Assistant Company Secretary and Senior Legal Counsel.
General record keeping and filing.
Updating schedules in respect of company secretarial work and related contacts.
Filing of original documents.
Arranging courier (including TPI couriers) and registered mail for company secretarial documentation.
Create and administer legal matters in the legal system.
Ensure accurate input to relevant legal reports.
Provide feedback and advice on process to team and stakeholders.
Ensure execution and finalization of resolutions, statutory documents and contracts.
Identify organisational best practices to drive continuous improvement in processes and procedures and develop and implement plans, practices, and processes to better achieve organisational goals.
Assist with facilitating the annual BBBEE Audit.
Provide ad hoc support in relation to legal projects.
Contract Drafting and Contract Management
Administer the Contract Management System.
Providing and maintain the User access for the Contract Management System.
Performing monthly User audits on the Contract Management Systems and ensuring access if removed for terminated employees and report the findings of this audit to the Assistant Company Secretary and the broader legal team.
Arranging and providing training to the Users of the Contract Management System.
Preparing source templates and precedents for uploading on the Contract Management System and in collaboration with the Legal Team.
Ensuring the Anti-Corruption Clauses in the precedent agreements on the Contract Management System are correct, up to date and approved by the Anti-Corruption Executive.
Uploading, updating and filing of all legal contracts on the Contract Management System on behalf of the legal team as well as any legal stakeholders.
Obtaining quotations from the Contract Management System in order to upload and update precedent agreements.
Ensuring notifications from the Contract Management Systems are distributed to the Legal Team for action and informing stakeholders of when contracts are expiring so to trigger renewal notices timeously.
Liaising with the Contract Management Service Provider in respect of improvements and updates to the system.
Actively partnering with the Legal Team and Users of the Contract Management System so to improve user experience.
Pulling of reports from the Contract Management System and distributing to the Legal Team and in accordance with the General Counsels requests.
Pulling of reports for external and internal auditors and in accordance with their specific requests.
Ensuring embed contracts are allocated to the relevant Legal Team member on the Contact Management System.
Actively following up with the Legal Team on contracts which have been drafted but not yet executed so to proactively manage the data on the Contract Management System.
Distribute contract expiry schedules from the contract management team to legal team for action.
Assisting with arranging sign off and execution of contracts and corporate documents for the legal team including, service level agreements, leases, credit applications, non-disclosure agreements, supply agreements, settlement agreements, credit applications, resolutions and minutes.
Provide technical support for software issues Origin; ; Legal Sharepoint; Greatsoft; Metrofile electronic systems; Litigator; Lexis Nexis: Libriyo users encounter
Monitor; Legal Sharepoint; Greatsoft; Metrofile electronic systems; Litigator; Lexis Nexis: Libriyo daily and respond immediately to security or usability concerns
Respond to and resolve help desk requests i.e. password reset, creating of new users etc. for ; Legal Sharepoint; Greatsoft; Metrofile electronic systems; Litigator; Lexis Nexis: Libriyo
Administrate infrastructure, including databases & software and other processes for Origins; Legal Sharepoint; Greatsoft; Metrofile electronic systems; Litigator; Lexis Nexis: Libriyo
Upgrade systems and processes as required for enhanced functionality and security issue resolution for Origin Legal Sharepoint; Greatsoft; Metrofile electronic systems; Litigator; Lexis Nexis: Libriyo
Other duties may include scripting or light programming, project management for systems-related projects.
Make recommendations for upgrades to systems
Conduct background Research
Liaise with internal and external stakeholders and research to gather relevant information on identified issues.
Collate and consolidate information and ensure that it is submitted on time.
Plan ahead and ensure deadlines are met.
Identify appropriate research sources.
Effectively and accurately use appropriate research sources to provide information to team.
All legal documents are produced to a consistently high standard within defined time frames.
Provide support to the General Counsel: Technology and divisional General Counsel who are the Deputy Information Officer of Massmart Group Legal in respect of the Office of the Company Secretary.
Encourage compliance with the 8 POPI Conditions for the lawful processing of personal information in respect of the Company Secretary and Contract Management function.
Assist with responses to request for access to and correction of personal information and general issues concerning personal information in respect of Company Secretary and Contract Management function.
Implement privacy policies and procedures in respect of the Company Secretary and Contract Management function.
Accounts Processing and Management
Assisting with the raising of purchase orders in the Office of the Company Secretary in respect of legal expenses.
Managing compliance in terms of financial controls.
Liaising with finance on payment of invoices.
Complete vendor application forms and ensure that vendor is set up for payment.
Reporting on activity and status
Assist with the compilation of monthly and quarterly reports for the Assistant Company Secretary.
Identify and recommend ways to continually improve and streamline processes and practices and escalate the suggested processes and practice to the Assistant Company Secretary for approval to implement.
Compile full and insightful monthly reports on legal functions ensuring that deadlines are adhered to.
Maintain professional stakeholder communication
Ensure proper, efficient and professional communication with internal and external stakeholders
Note and reply to all queries timeously and keep stakeholders up to date on progress where applicable
Ensure sound relationship with external insurers, attorneys, insurers and other credit stakeholders. Escalate any issues or concerns to line manager
Supplier Development Fund Management
Compile weekly reports.
Assist with drafting of SDF agreements (in accordance with AC Policy) for review by Legal Counsel: Office of the Company Secretary.
Ensure correct signing, scanning, filing and distribution of Agreements to all relevant parties
Maintaining record of all signed and dispatched agreements to meet compliance and good business governance requirements
Practice and Self-Management
Respect every individual by relating to others in an accepting and respectful manner, regardless of their organizational level, personality, or background.
Adapt and learn - demonstrate creativity and strength in the face of change, obstacles, or adversity.
Adapt to competing demands and shifting priorities.
Update knowledge and skills to handle new complexities, challenges, and responsibilities. Seek exposure to new ideas and perspectives.
Proactive drive collaboration with the group legal team.
Ensure conduct that is aligned with the Massmart code of ethics and adhere to the legal Foundational 5 at all times.
Desired Experience & Qualification
Minimum Academic, Professional Qualifications & Experience required for this position