Legal Assistant

The Legal Administrative Assistant plays a vital role in supporting the Legal Services Manager in ensuring the smooth operation of legal activities within the corporate group.

Corporate Secretarial Activities – Board Meetings

1. Meeting Coordination:

a. Scheduling and Organizing: Assisting in the scheduling and organization of board and committee meetings. This includes preparing and distributing agendas in advance to ensure all participants are informed of the topics to be discussed.

b. Booking Meeting Locations: Arranging suitable venues for meetings, whether they are held in-house or at external locations. This involves ensuring that the meeting space is equipped with the necessary facilities and technology.

c. Coordinating Attendance: Managing the attendance of board and committee members by sending out invitations, following up for confirmations, and keeping track of RSVPs to ensure a quorum is met.

2. Record Keeping:

a. Maintaining Accurate Records: Ensuring that all board activities are meticulously recorded. This includes documenting decisions, actions, and discussions that take place during board and committee meetings.

b. Taking Minutes: Accurately capturing the minutes of all board meetings. This involves noting key points, decisions made, and actions to be taken, ensuring that the minutes are clear, concise, and comprehensive.

c. Documentation and Approval: Ensuring that the minutes are properly documented and stored in an organized manner. This includes distributing the draft minutes to board members for review and approval, and making any necessary revisions based on their feedback.

2. Corporate Secretarial Activities – Compliance, Governance and Document Management

a. Create a Filing Calendar: Identify Key Dates: List all important filing deadlines, including all filings required by the Company’s’ Registry and other regulatory filings. Note whether these dates are fixed or based on the anniversary of the company's formation. Set Reminders: Use calendar tools or software to set reminders well in advance of each deadline to ensure timely preparation and submission.

b. Document Requirements: List Required Documents: Identify all documents that are needed to enable filings to be affected, such as indebtedness and any specific forms required by the Company Registry. Detail Submission Requirements: Note any specific submission requirements, such as electronic filing, physical copies, or notarized documents.

c. Track Submissions: Liaising with the contracted firm for Company Registry filings conducted on ADHA Holdings Limited’s behalf or Mr. Hadeed’s behalf. Keep a detailed log of all filings, including the date of submission, the person responsible, and any confirmation or receipt numbers.

d. Store Copies: Maintain copies of all submitted documents and any correspondence with the registry in an organized and secure manner. 

Legal Services

1. Proofreading and Editing: Reviewing documents to ensure they are free from errors and inconsistencies. This includes checking for correct grammar, punctuation, and legal terminology.

a. Contracts and Agreements: Various legal documents such as contracts, agreements, and memoranda.

b. Legal Correspondence: Preparing letters, emails, and other forms of communication for internal and external stakeholders for review by the Group Legal Services Manager.

2. Compliance: Assisting the Group Legal Services Manager with ensuring that all documents comply with relevant laws, regulations, and company policies.

3. Filing and Organization:

a. Physical and Digital Filing Systems: Maintaining organized filing systems for both physical and digital documents. This involves categorizing and indexing documents for easy retrieval.

b. Document Retention: Ensuring that documents are retained for the required period as per legal and regulatory guidelines.

4. Access and Security:

a. Confidentiality: Ensuring that sensitive and confidential documents are securely stored and only accessible to authorized personnel.

b. Data Protection: Implementing measures to protect documents from unauthorized access, loss, or damage.

5. Version Control:

a. Tracking Changes: Keeping track of different versions of documents to ensure that the most current version is used. This includes maintaining a history of changes and updates.

b. Approval Workflow: Managing the workflow for document review and approval, ensuring that all necessary approvals are obtained before finalizing documents.

6. Document Retrieval:

a. Efficient Access: Ensuring that documents can be quickly and easily retrieved when needed. This involves maintaining an efficient indexing system and providing support for document searches.

b. Audit Trails: Keeping records of document access and retrieval to ensure accountability and traceability.

7. Compliance and Reporting:

a. Regulatory Compliance: Ensuring that document management practices comply with relevant legal and regulatory requirements.

b. Reporting: Preparing reports on document management activities, including the status of document reviews, approvals, and compliance with retention policies

4. Administrative Activities

1. Incoming Invoice Management:

a. Register of Incoming and Outgoing Invoices: Maintaining a detailed register of all received. This involves logging each invoice accurately and ensuring it is tracked through the approval and payment process and

b. Incoming invoices Approval Process: Ensuring that invoices are checked and approved by the Group Legal Services Manager. Once approved, passing them on to the relevant department or subsidiary for payment.

c. Incoming Invoices Timely Payments: Monitoring the payment process to ensure that all invoices are paid promptly, avoiding any delays that could affect the company's operations or relationships with vendors.

2. Outgoing Invoices Management:

d. Internal Review: Submitting invoices for internal review and approval by the Group Legal Services Manager before they are sent to customers / subsidiaries.

e. Dispatching and Tracking of Invoices: Sending Invoices: Sending approved invoices to customers / subsidiaries via email and / courier services. Ensuring that invoices are sent promptly to avoid delays in payment. Tracking Delivery: Keeping records of when and how invoices were sent to customers / subsidiaries, and confirming receipt of same

f. Follow-Up and Payment Tracking: Payment Reminders: Monitoring outstanding invoices and sending payment reminders to customers / subsidiaries as needed. This includes following up on overdue payments to ensure timely collection. Payment Records: Maintaining accurate records of payments received and updating Group Finance accordingly.

g. Dispute Resolution/Handling Queries: Addressing any queries or disputes raised by customers / subsidiaries regarding invoices. This involves investigating the issue, providing necessary clarifications, and making adjustments if required after receiving approval from the Group Legal Services Manager.

h. Invoice Reports: Generating regular reports on the status of outgoing invoices, including details on issued, paid, and outstanding invoices.

3. Document Handling: Printing, Scanning, Binding, and Copying: Managing the printing, scanning, binding, and copying of documents as required. This ensures that all necessary documents are prepared and available in the required format for meetings, presentations, and records.

4. Office Supplies and Equipment: Ordering and Maintenance: Ordering and maintaining office supplies and equipment needed for the Department. This includes keeping an inventory of supplies, placing orders when stock is low, and ensuring that office equipment is in good working condition.

5. Liaison with Other Managers: Assisting with Requests: Liaising with other Managers within ADHA to assist with requests for information and documents under the Department's purview. This involves coordinating with various departments to gather and provide the necessary information efficiently

REQUIREMENTS

A minimum of 2 years’ work experience in legal and or corporate secretary related fields.

A minimum of 5 O Level passes including math and English