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British American Tobacco is the world's most international tobacco group, present in more than 180 markets. Our vision is to lead the tobacco industry through growth, productivity and embedding the principles of corporate responsibility.
Job Title: Administration & Liaison Executive
Location: Kenya Direct Reporting to: Area Legal Counsel, East & Central Africa Area (ECAA)
Requirement Overview: The position is Administrative and Liaison Executive in the Legal secretarial as well as finance departmental information hub. The main task is to contribute to BAT, ECAA Business results by providing proactive high value Administrative and Secretarial support to the Legal Function.
Key ResponsibilitiesBritish American Tobacco is the world's most international tobacco group, present in more than 180 markets. Our vision is to lead the tobacco industry through growth, productivity and embedding the principles of corporate responsibility.
Job Title: Administration & Liaison Executive
Location: Kenya Direct Reporting to: Area Legal Counsel, East & Central Africa Area (ECAA)
Requirement Overview: The position is Administrative and Liaison Executive in the Legal secretarial as well as finance departmental information hub. The main task is to contribute to BAT, ECAA Business results by providing proactive high value Administrative and Secretarial support to the Legal Function.
Administrative and Secretarial Support - To contribute to the ECAA Business Unit results by providing proactive high value Administrative and Secretarial support to the Legal function on time in full (OTIF) and in an efficient and effective manner. In addition to provide Personal Assistant Support to the above market Legal Counsel including event and diary management, travel and accommodation arrangements.
Calendar and Database Management: - Effectively maintain and update the Annual Company Calendar, the Annual Legal Calendar. the Contracts database(s), the Litigation Database, the Trademarks Register, Land Rents & Rates Register, the Licences and Permits Register, the ECAA Corporate database ( Blue print One World), the fee notes register and the ECAA Legal Budget & Cost Database and any other database.
Litigation Management - To provide proactive support of all litigation matters across the EAC and Export markets throughout 2010 by coordinating all necessary logistics of litigation matters including keeping an accurate and up to date calendar of all hearing dates and deadlines, liaising with witnesses, external counsel and communicating with all relevant stakeholders in a timely manner.
Records Management - Champion the embedding of Records Management in the Legal Function by ensuring that all documents generated by Legal are timeously filed and recorded as per the Records Management policy and maintain a safe repository of all Legal documents with due regard to confidentiality. In addition, manage the Legal Library.
Company Secretarial Support - Provide robust support in Company secretarial matters, to all BAT legal entities in Kenya and to the BAT Kenya Provident Fund Trust Limited. This includes coordinating dividend administration and liaising with directors, shareholders, beneficiaries, NSE, share registrars, the Press, the public and advising them appropriately.
Budgetary Support - Assisting in the preparation and supervising the Functional Budget. This will include accurate tracking of the legal costs and expenditure with timely monthly reports or any other time as required. In addition, accurate processing of Fee notes in liaison with Finance and other relevant Departments.
Intellectual Property Management - Manage the procurement of Trade Mark, Patent and all intellectual property registration, renewals, extensions and all relevant transactions at the relevant registries.
Licences’ Management - Procurement of all relevant licences, permits, land rent and rates and all relevant statutory certificates with respect to the Company’s properties, assets
Leadership - To embed records management compliance within the Legal Function and manage requests from other functions in a proactive and professional manner. Ensure proactive management of key internal and external stakeholders to enhance dialogue and improve understanding. Develop and drive innovative and preventative legal and administrative measures.
Skills & Experience
- Diploma in Law from Kenya School of Professional studies and/or at least 3 years experience working as a Secretary or Paralegal in a law firm or a legal function in an organisation.
- Enthusiasm, reliability and good interpersonal skills
- Diplomatic and tactful in dealing with team members and external stakeholders
- Ability to work under pressure
- Honest, trustworthy with high integrity, discretion and ability to handle and protect sensitive information with a sound knowledge of the “need to” principles.
- Ability to become actively involved in activities in the department
- Maintain high level of confidentiality.
- Good knowledge of legal practices.
- Ability to compose reports and correspondence
- Excellent organisational and time management skills
- Good standard of English, spelling and Grammar.
- At least five years experience as an Administrative support in a busy legal office or legal function
- High level proficiency in MS Word, MS Excel and MS PowerPoint
General: The company reserves the right not to make any appointments as a result of the selection process.
An attractive remuneration package commensurate with the role will be offered to the successful candidate
NB: Interested applicants should provide easily accessible telephone numbers for easy communication.
To apply: email eahrservicecentre@bat.com with the subject line Administration & Liaison Executive by latest 26th July 2010
