Overview:
To perform the administrative function of the legal contracts database and support the departmental management on legal, contractual and administrative requirements for the business.
Minimum Requirements:
Matric/ Grade 12 Certificate
Diploma (NQF 6) or Degree in Business Administration or related field
3-4 years' experience in a similar role
Responsibilities:
Establishing Legal Agreements and correspondence:
Populate master legal agreements with party and contract details
Review details completed in master legal agreements populated by business units
Approving Legal Agreements:
Perform comparison between expired and new replacement contracts for identification of changes and areas of concern
Review of company information completed on legal documents
Review third party amendments to agreements against latest legal version/comments to identify changes (where changes are not tracked electronically)
Review signed copy of agreements against approved signing version
Facilitating contract amendments when necessary.
Signing of Agreements:
Administration of signing of all legal agreements and applications with authorised signatories and track for timeous close out
Review all approved contracts and ensure that they are signed in accordance with the Approvals Framework shareholder agreement and other applicable agreements
Review all legal agreements in the vendor application pack and liaise with central procurement to ensure that they are completed and signed correctly
Credit Applications:
Administrate the supplier/vendor credit applications process with business units and Corporate legal office
Review all submissions for the credit applications process and submit final documents to Corporate legal for review of legal terms and conditions
Liaison with business units and Corporate legal office to facilitate completion, and ensure signed credit applications are in place and maintained in the SharePoint contracts register
Legal database records management:
Administration of the internal department Contracts Log Tracker
Upload signed agreements and credit applications signed in SharePoint contracts register ensuring compliance with approved policy
Continuous administration, management and review of contracts register
Timeously follow up on outstanding signatures on agreements and agreements in progress
Administration of SharePoint contract register automated notifications for contracts reaching expiry and renewal of agreements on a monthly basis
Liaison/follow up with responsible manager for new replacement contract in respect of contracts reaching expiry to ensure that contracts are timeously in place
Statutory information and Company information records management:
Administrate and maintain internal company information schedules on a quarterly basis or when a change arises
Maintain and update company and business unit letterheads when a change arises
Administrate and maintain the Company's title deeds and intellectual property (IP) records in SharePoint contracts register
Administration of the master intellectual property schedules
Maintain a tracking schedule of any open IP matters and obtain regular updates on administration items from IP attorneys
SharePoint Administration:
Upload departmental documents on SharePoint on an ad hoc basis
Obtain update on SharePoint access requirements with business units, on a quarterly basis
Reporting:
Update monthly OEM contracts status report with new signed contract details (if any)
Extract the month's SharePoint contracts register inputs report for management review
Prepare weekly update on contract register status including outstanding signatures, contracts reaching expiry/renewal
Prepare quarterly contracts register for board pack (from the 3-x month's SharePoint contracts register inputs extract report)
General Administration:
Maintain internal department lease agreement trackers on an ongoing basis
Maintain manual and digital filing systems and ensure proper retention, protection, and disposal of records
Provide copies of agreements and statutory records to business units upon request
Maintain a schedule of legal costs in excel and submit to manager for approval, track payments with creditors department and report to departmental management, fortnightly
Administrative and general support to departmental managers, when required
Internal Control:
Comply with Internal Controls
Monitor SharePoint contract register controls and report deviations to manager
Projects:
Compile, collate and review information required for ad hoc departmental projects
Continuous Improvement:
Identify improvement opportunities and make recommendations for improvements
Participate in Continuous Improvement initiatives
