Legal Services Support Officer at HF Group

Principle Accountabilities

Preparation of Legal and other related documents to ensure accurate information is passed to the various stakeholders in compliance with Legal requirements and customer satisfaction.

Safe custody & Customer attendances

• Recalling and maintaining Legal documents, registers and schedules to ensure integrity and safe custody of information for purposes of reducing exposure to risk.
• Attending and advising the various stakeholders for purposes of providing information so as to offer efficient Customer Service.
• Simple Deposits – maintenance and follow up customers on safe custody fees

Power of attorneys

• Preparing power of attorney’s documentations upon appointment of new attorneys of the Bank for execution by the Director and Director/Secretary and registration.
• Revocations of outgoing Attorneys and follow up with Advocates to effect registration.

Asset Finance & registration on MPRS

• Registration of new asset finance facilities under MPRS.
• Joint registration of logbooks and registration on MPRS for asset finance facilities.
• Follow up and collection of up duly transferred log books for customers to ensure they are held in safe custody
• Discharge of Logbooks once the loan facility is redeemed, takeover or on write-off

Searches for account opening

• Company, societies & business name searches for account opening, and advising business on whether to open the account
• Maintaining register of searches completed and pending
• Reconciliation and preparing requests for provision of additional mpesa float for searches

Maintenance of databases

• Logbooks & MPRS
• Collaterals / Deeds Register (hard cover & excel)
• Simple Deposits – maintenance and follow up customers on safe custody fees
• Titles release & Titles internal circulation register
• Trademarks
• Advocates Professional Indemnities
• Powers of Attorney
• Contracts Register
• Register of all correspondence sent to the department, and from the department daily
• Register of all feenotes received, circulated for payment, paid and pending payment
• Seal Register

Shares Registration

• Attending to walk-in shareholders.
• Dividend cheques replacement.
• Preparing of statutory reports.
• Preparation of AGM and collection of proxies forms for onwards delivery to the shares registrars
• Dividend data preparation and processing.
• Analyzing of monthly reports and submitting to management and regulators.
• Regulatory compliance by compiling and filing the relevant statutory documentation with the Registrar-General, which include Annual returns, change of directors and share increment.
• Compliance with the provisions of the Unclaimed Financial Assets Act.
• Monitor the performance trend of the Company’s share price, market Index and shareholder trends.
• Provide technical advice on shareholder issues including but not limited to CDSC immobilization, transmission cases and dematerialization.
• Any other duties as assigned from time to time.

Company Secretarial Functions

• Maintain company registers and periodic filings to ensure the Group and its subsidiaries are in compliance at the Company’s registry
• Maintaining company minute books
• Assist in Board papers preparation when there are Board meetings.

OTHERDUTIES                                                                                                                                       

• Receiving all correspondence to the department, registering and distributing the mail to the person responsible for handling
• Liaising with the mailroom for registration and dispatch of all outgoing mail
• Seeing customers who call on the department from time to time
• Attending to queries by staff & external customers
• Ensuring that the law firms provide their firm’s professional indemnity cover and following up for renewal dates as and when expired
• Convening and taking minutes of departmental meetings and follow up for implementation of the agreed action items

Key Competencies and Skills

Personal Attributes

• Integrity
• Attention to detail
• Good Judgment
• Commitment
• Dedication
• Honesty

Skills required to undertake the role

• Analytical Skills
• Communication Skills- Oral and Written
• Conceptual Skills
• Decision Making Skills
• Leadership Skills
• Excellent Interpersonal Skills
• Influencing and Negotiation Skills
• Computer Literacy Skills

Minimum Qualifications, Knowledge and Experience

Education: 

• Diploma in Law or Bachelor’s degree in a relevant discipline.
• Paralegal experience an added advantage.

Experience: 

• Relevant experience as a Paralegal in a busy firm or in an in house Legal Departmen