Legal Administrator at Vivo Energy

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