Legal Support and Compliance Officer. Management. 19 May 2017 PURPOSE STATEMENT

Transcription

1 1. POSITION DETAIL CURRENT JOB TITLE Legal Support and Compliance Officer JOB GRADE C4 PROPOSED JOB TITLE DEPARTMENT Management DATE REVIEWED 19 May 2017 LOCATION Rosslyn EMPLOYMENT STATUS Permanent PURPOSE STATEMENT The incumbent is responsible to support the Legal Manager in order to achieve effective and efficient management of legal services in the AIDC. Monitor and Maintain Corporate Governance and Legal Compliance for the AIDC POSITION IN THE ORGANISATION 2ND LINE MANAGER (2 ND LEVEL) CEO. 1 ST LINE MANAGER. (1 ST LEVEL). POSITION Legal Manager Legal Support and Compliance Officer SUBORDINATE. (1 ST LEVEL). SUBORDINATE. (2 ND LEVEL) None None SUBORDINATE POSITIONS Please provide job titles of subordinates and total number of employees per job title (organogram can be inserted)

2 2. POSITION DESCRIPTION MAIN OUTPUTS AND RESPONSIBILITIES FOR THIS POSITION (Please provide a short description under each heading/output) 1. Legal Support and Compliance Provide legal input into all SCM contracts, Tenders and Service level agreements ; Implement identified, course of action have been taken in Provide mitigation of legal risk; Keep, maintain various contract registers, including SCM contracts, lease contracts, lease agreements etc Ensure appropriate action is taken before expiry of legal agreements Drafting of renewal letters on contract extensions etc Provide and interpret legal information and disseminate legal requirements to staff; Advise management on legal implications of internal policies and procedures; Review and draft contracts, agreements and internal policies.; Provide timely and accurate legal advice. Maintain a legal risk register on a monthly basis Maintain a legal tracker of progress on legal work done on a monthly base. Maintain Corporate Governance Registration CIPC Records and updating of register and statutory file (SPDC / AIDC / Winterveld / Nissan IC/ Ford IC) Company Info list on Template Manager keep updated with latest info for tendering purposes and information needed by AIDC staff Ensure CIPC Annual Returns are done Update board members at CIPC etc Obtain Resolutions to effect board decisions 2. M&E function and reporting re Legal and CIPC issues TIME SPENT 30% 25% Monthly Prepare and present report on legal compliance and corporate governance matters

3 MAIN OUTPUTS AND RESPONSIBILITIES FOR THIS POSITION (Please provide a short description under each heading/output) TIME SPENT Follow-up on matters arising, i.e. lapsed contracts to be renewed, and address non-compliance issues Follow-up on legal advisors regarding drafting of agreements and the like Maintain contract registers, audit them for completeness Audit and review completed contracts for proper signature in terms of delegated authority and follow up on incomplete matters. Arrange legal review meetings and legal kick off meetings, ensure changes are done correctly on agreements, changes are complete and comprehensive 3. Contract Administration 20% Provide input into contractual instruments to support and assist various business activities; Provide input into documentation for business transactions and prepare and advise on the necessary checklist to be adopted to ensure information is submitted in time; Assist and advise on all issues of contract and commercial law; Prepare documentation for dispute matters Ensure contracts are complete and signed correctly Filing of Contracts per department Maintaining a contracts register Ensure the legal tracker for review is completed, and contract is loaded on MDA and on Maconomy Maintain template manager with all master agreements Advise staff on which appropriate template to use 4. Policies and procedures 15% Custodian to update policies Keep all latest copies of approved policies

4 MAIN OUTPUTS AND RESPONSIBILITIES FOR THIS POSITION (Please provide a short description under each heading/output) TIME SPENT Collect inputs from managers and staff annually. Co-ordinate changes communication to GGDA 5. General legal services support 10% Prepare and Compile legal correspondence; Develops and maintains relationships with relevant stakeholders; Maintain a legal filing, archiving and document control management system and similar for policies and procedures Undertake legal research to keep abreast of any amendments; Adhere to all policies and procedures. TOTAL 100 % 3. JOB EVALUATION CRITERIA A) KNOWLEDGE AND SKILLS FORMAL EDUCATION LLB with completed articles TECHNICAL/ LEGAL Admitted Attorney (an advantage) CERTIFICATION 2-3 years legal experience with a proven track record in contract and commercial law. EXPERIENCE Knowledge of business world and Government protocol Legal and compliance matters Regulatory framework

5 4. COMPETENCIES COMPETENCIES KNOWLEDGE SKILLS ATTRIBUTES Risk Management Computer Literacy Diplomacy Administration Systems Advanced Communication Innovation Legal Problem solving Time Management Government Protocol Decision making Attention to detail All relevant legislation, policies Inter personal Honesty and procedures Policies and Procedures Negotiation Ability to work under pressure Litigation environment, practices, processes and procedures Leadership Integrity Legal research Conflict Handling/Dispute Confidentiality resolution Corporate Governance Written communication skills Resilient and ability to provide independent (orally and writing) to executive management of highly technical/legal matters PFMA/ Treasury regulations / Planning, Organisation, Pro-activeness SCM Coordination Interpretation of Statutes Business correspondence Flexibility Industry Understanding Problem solving and analysis Independent self-starter In-depth knowledge of Risk mitigation regulatory law Pension Fund Act Report writing Relationship Management In-depth knowledge of contract and commercial law 5. OTHER SPECIAL REQUIREMENTS Driver s licence

6 B) DECISION MAKING What are the most regular and complex challenges in the job? Please provide a couple of examples of regular problems that need to be resolved and not ad hoc scenarios or cases. Also indicate how these problems or challenges will be resolved. Adherence to timelines Adherence to regulatory requirements Consult and interact on legal matters Please name the resources utilised by the jobholder to solve problems or make decisions, e.g. the internet, manuals, policies, procedures, external resources, etc. the internet, policies, procedures, internal and external resources Please provide the typical planning cycle of the job macro as well as micro planning, e.g. macro 3 5 years and micro 1 year. Also provide examples to elaborate on the answer. Micro Weekly - Annual How long will it normally take before the impact of the judgement calls made by the jobholder will be felt in the business? Immediate to Annual. Some contracts might span over 5-15 years. What type of practices, procedures, policies, systems or outputs does the jobholder influence or change in his/her role as a Professional/Technical consultant or specialist operational, tactical or strategic? Please apply the 60/40 rule and provide examples to elaborate on the answer. Recommendations on Practices and Procedures Legal implications

7 C) ACCOUNTABILITY What type of decisions can the jobholder take within his/her area of accountability and what type of decisions will typically be referred to the direct manager for sign off? Please provide a couple of examples of regular decisions/problem solving or judgement calls and not ad hoc scenarios or cases. Jobholder accountability Day to day operational decisions and legal advise Referral to Line Manager for approval Refers all other decisions D) COMMUNICATION Please provide examples on the context, range and complexity of subject matters being communicated by the jobholder as well as the context, format and process of communication used to reach the target audience. Please refer to both verbal and written communication. (Concentrate on issues that make the communication process complex, e.g. communicating information to an audience that is not familiar with the concepts and technology, communicating to an audience that has their own opinions and the subject matter is of such a nature that no single interpretation can definitely be shown to be correct and the jobholder has to persuade the audience under these circumstances of what he/she thinks the best practice is, etc.) Verbal networking, negotiations, presentations, facilitation of discussions, engagement with stakeholders, training of staff on contractual matters, and the like Written legal advice, tender documentation, legal risks, legal interpretations, draft contracts and sla s, compliance check-lists, presentations internal and external, e- mail, internal and external correspondence, reports

8 APPROVED BY 2 ND LEVEL LINE MANAGER Signature: Date: APPROVED BY 1 ST LEVEL LINE MANGER Signature: Date: CONFIRMED BY HR EXECUTIVE Signature: Date: