To ensure efficient and effective support to the applicable Legal Team for maximum output in the delivery of legal services and to act as an intermediary between the Group Legal Team and Internal / External contacts. To undertake substantive legal work including preparation of first drafts & first legal review of standard agreements for Legal Counsel Lead or similar. To manage allocated matters from inception to resolution under supervision from Legal Counsel Lead or similar. To guide legal secretarial pool to ensure efficient turnaround and output of the Group Legal Team.
SPECIFIC OUTCOMES / ACCOUNTABILITY:
PROVIDE EFFICIENT SUPPORT TO GROUP LEGAL PROFESSIONAL / TEAM
Assisting with matters in a timely and efficient manner;
Conveniently storing information for ease of access;
Collating and preparing information and files ahead of meetings and TC’s;
Complying with Aspen’s Legal Office Standard Operating Procedure (dated 1.9.2010);
Complying with the Legal Portal Procedures and Required Ways of Working;
Manage selected legal matters under guidance of the Legal Counsel;
Take responsibility for and ownership of certain matters being run by external attorneys;
Accurately drafting correspondence and agreements meticulously in the correct Aspen format;
Ensure that all correspondence and agreements are accurately filed;
Ensure that working files are conveniently located;
Proactively discern priority of tasks, focus on high priority tasks first.
ASPEN CONTRACTS LIBRARY (“ACL”)
Managing (tracking and obtaining) signed original agreements;
Conveniently storing information for ease of access;
Uploading to the ACL library;
Attending to ACL alerts under the guidance of the Legal Counsel
Manage allocated legal matters from inception to resolution while applying sound discretion as to when escalation to Lead Legal Counsel or similar as necessary;
Communicating with internal clients and assisting Lead Legal Counsel or similar in evaluating and analyzing needs related to particular matters;
Preparing and disseminating standard form documents (CDA’s, credit applications, Service Level Agreement, addenda) for use by the business and negotiating comments from third parties with supervision of Lead Legal Counsel or similar ;
Preparing correspondence, draft advice and reports under supervision of Lead Legal Counsel or similar;
Take responsibility for development of, and addition to, Template Agreement Register under supervision of Lead Legal Counsel or similar;
Providing guidance to legal secretarial pool as and when required;
Assisting Lead Legal Counsel or similar in research activities, document gathering, as well as with investigations and initial drafting of responses to legal inquiries and demands;
Play a co-ordinating role in legal due diligence for transactions as and when required; where required communicate with the project team under supervision of the Lead Legal Counsel or similar ; provide transaction support (including proofreading contracts, preparing closing schedules, and organizing documents);
Co-ordinate external law firm responses on Group litigation as required by external auditors annually;
Co-ordinate Legal Compliance reporting in support of RCO responsibilities of the Lead Legal Counsel or similar;
Preparing agreement summaries and managing the signature process through the different Group structures;
Collating, updating and submitting litigation reports with supervision of Lead Legal Counsel or similar.
ADMINISTER THE INTER-COMPANY AGREEMENTS FROM A GROUP PERSPECTIVE
Take responsibility for preparation of necessary inter-co agreements on instruction from Group Tax;
Maintain tracker of inter-co agreements and preparation of reports to Group Legal Officer, Group Tax and Lead Legal Counsel or similar;
Take responsibility for the on-going accuracy and updating of inter-co agreement template register;
Managing inter-co queries and liaising with Affiliate Legal Counsel to ensure finalisation of inter-co agreements;
Co-ordinate the Group Legal submission to Group Tax for the quarterly intercompany cross charge.
CONTINUOUS LEGAL DEVELOPMENT
Update job knowledge by participating in educational opportunities; reading professional publications;
Accomplish organization goals by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
Conducting training to wider legal team on areas of expertise e.g. Advanced Word, Excel
INTERFACE WITH LEGAL STREAM AND STAKEHOLDERS
Provide support by way of answering queries or sharing legal knowledge when requested.
In consultation with the Group Compliance Officer (“GCO”), prepare the Annual Legal Compliance Board Reporting Timetable and monitor implementation;
In consultation with the GCO, ensure that the Legislative Compliance Universe document remains up to date;
Manage the listing and appointment of the GCO appointed Regional Compliance Officers (“RCO”).
Arranging for new users to obtain access to the Legal Portal and ensuring that they obtain the User Guide and required training.;
Supporting the GCO in validating each Legal Counsel’s templates (ensuring that they are updated as necessary and that they are valid and accurate);
Acting as the non-technical administrator of the Legal Portal and facilitating the relationship between the Legal and IT departments (including ensuring that the Legal Portal is serviced and supported by IT).
ANCILLARY LEGAL WORK FROM THE OFFICE OF THE GROUP LEGAL OFFICER (“GLO”)
In consultation with the GCO, ensure that the Aspen Panel of Attorneys document is kept up to date and made available on the Legal Portal; and circulated to the RCOs and relevant management from time to time.
ANNUAL BUDGET PREPARATION AND SUBMISSION
In consultation with the GLO, ensure that the Group Legal Department Budget (R 26 mil) is prepared, kept up to date and submitted to Group Finance in line with their timelines;
Preparation of GLO Budget presentation
ANNUAL GROUP LEGAL WORKSHOP
In consultation with the GLO, organize and facilitate the annual Group Legal Workshop;
Liaise with Vendors and Service Providers & ensure that budget limit is adhered to;
Liaise with delegates as regards travel, agenda accommodation etc.
FILE MANAGEMENT SYSTEM (FMS)
Handle all aspects of migration of current files into new File Management System for allocated areas of responsibility;
Liaise with project lead within Group Legal to highlight concerns and complete UAT for the system;
Become an advanced user of system so as to provide training and or support to rest of Group Legal.
SUPPORT ON STRATEGIC LEGAL MATTERS OF GROUP LEGAL OFFICER
Provide support and project manage allocated legal matters of GLO. Have a high level understanding of the strategy and sensitivity of each of the matters;
Create and manage contacts matrix for each matter and draft communications in line with the contacts matrix;
Liaise with delegates as regards travel, agenda accommodation etc;
Managing legal fees within a matter to allocated budget;
Creating ‘first pass’ legal standard documents/agreements for vetting by Group Legal Officer/Legal Counsel;
Setting up appropriate meetings and collating relevant and applicable documents for such meetings.
QUALIFICATIONS & EXPERIENCE:
Matric / Grade 12;
Recognised professional paralegal qualification and or appropriate legal secretarial qualification and or demonstrated recent experience performing the paralegal function.
The ideal candidate will possess 3-5 years of experience working as a paralegal or senior legal assistant in a corporate/commercial law function, some of which has ideally been at an in-house legal department;
Familiarity with legal terminology an advantage;
Proven track record as a senior legal secretary;
Relevant experience in a legal practice or corporate environment essential.
General commercial knowledge and experience
Systems; Pharma Product knowledge an advantage; Industry understanding; Basic legal sense;
Knowledge of template development is an advantage;
Knowledge/expertise in: automatic numbering, track changes, comments in different formats, automatic cross-referencing, security settings on documents, ability to compare various document drafts essential.
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