HFC Limited, an integrated property and financial solutions provider has an exciting opportunity in our Company Secretarial & Legal Services Division. We are seeking for talented, dynamic, self-driven and results oriented individual who is committed to performance excellence and participating in our growth strategy.
Administrative Assistant - Legal
Reporting To: Director Legal & Company
Secretary
Overall Job Purpose
The Administrative Assistant-Legal will be responsible for assisting the Company Secretary in providing support services to Management, Business units, the Branch Network and the Board of Directors. The role holder will also assist all staff in the Company Secretary Division in providing support services to the business and to shareholders and to ensure that this is done efficiently and cost effectively, for maximum customer satisfaction.
Principle Accountabilities
ADMINISTRATIVE FUNCTIONS
- Receive,
Record and act/distribute for action all in-coming mail
- Managing
the office & booking meetings, appointments e.t.c for the team
- Responding
to routine enquiries from customers
- Ensuring
that all circulars addressed to the various Departments within the
Division are seen by all members of staff
- Maintaining
up to date records & relevant registers in the Division
- Ensuring
that there are adequate stocks of stationary & equipment
- In
liaison with the Company Secretary, preparing & controlling the
Divisional Budget
- Maintaining
the filing system of the Division; filing correspondence as necessary
- Bring
up of files for action and drafting reminders where necessary
- In
liaison with the Company Secretary, convening Divisional meetings, taking
minutes and keeping good records of meeting proceedings.
- Ensuring
that the Offices in the Division are well secured & clean
2. CUSTOMER CARE
- Answering
& screening telephone calls
- Identifying
the Division “Good Morning, HF Group CS Division, How may i help you?
- Giving
messages & delivering correspondence promptly
- Knowing
the daily schedules of staff in the Division & asking for any special
instructions
- In
liaison with the reception, showing each customer to a meeting room
while they wait for their appointment & informing the Officer
concerned that they are waiting
3.
OTHERS
- Recording
and maintaining the Safe Deposit Register
- Growing
the safe custody client base, as agreed from time to time
- Recording
& taking custody of security documents
- Accessing
& retrieving documents from the security cabinets when required
- Drafting
of Legal documents from approved templates e.g. conveyancing documents,
Power of Attorneys (appointments and Revocations), Discharges of Charge
& others as may be allocated from time to time
- Updating
and keeping Bank’s Powers of Attorney’s data.
- Updating
and maintaining the contracts data base
- Updating
and maintaining the Legal Firms data base, Professional Indemnity and SLA
contracts with external law firms
- Updating
and maintaining the Litigation data base
- Updating/reminding
branches on hearing dates for cases
- Ensuring
that witnesses attend court
Minimum Qualifications, Knowledge and Experience
- Bachelor’s
Degree from a recognized University (a degree in a business related area
will be preferable)
- Good
working knowledge of Computer Packages
- Customer
service training
- Knowledge
of the provisions of the Banking act, Central Bank of Kenya act & the
Capital Markets Authority Act and Regulations
- Knowledge
of the Bank’s Products & Services
- Knowledge
of the Bank’s Operating Procedures, Bank’s policies & provisions of
the Staff Manual
Key Competencies and Skills
- Analytical
Skills
- Communication-oral
and written
- Conceptual
Skills
- Excellent
Interpersonal Skills
How to Apply
Application Deadline
24 February 2023
