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
