Guinness Job Vacancy in Kenya: Administration and Records Executives -September 2015


Job Description

Job description
****Application deadline: 7th September 2015 ****

This role reports to the Legal Director- Kenya Breweries Limited

Purpose of role:
The Administrative and Records Executive will be responsible for providing high value Administrative and Records Management support to the Legal Function in order to ensure effective and efficient business operations.

Top Accountabilities:

Administrative and Secretarial Support

To provide proactive high value Administrative & Secretarial Support to the Legal Function on time in full and in an efficient and effective manner. Main duties include;
Providing Personal Assistant support to the Legal Director and Legal Counsel including event and diary management, travel and accommodation arrangement.
Providing General administrative and clerical support including scanning, photocopying sorting and distribution of correspondence.
Processing all expenses of the department, staff expenses on Concur , organizing legal meetings and recording of minutes in the meetings.
Office management – fully manages the legal office, ensure cleanliness and ensure it is in good order at all times, maintaining office supplies for the department etc.
Perform such other related duties as may be allocated by the Legal Director.
Calendar and Database Management

To effectively maintain & update the Annual Company Calendar, the annual Legal calendar, the Contracts database in Livelink and the Shared Drive, the Litigation Database, Trademarks Register, Land Rents & Rates Register, the Licenses and Permits Register, the fee notes register and the KBL Legal Budget & Cost Database and any other database.
Litigation Management

To provide proactive support of all litigation matters for EABL- Kenya 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, maintain legal safes & strong room and safe deposit of keys.
Company Secretarial Support

Provide robust support in Company Secretarial matters pertaining to Kenya Breweries Limited and UDV (Kenya) Limited in liaison with the Group Company Secretarial team.

Qualification & Experience:

  • University Degree
  • At least three (3) years’ experience as an Administrative support in a busy legal office or legal function.
  • A diploma in law or records management is an advantage.
  • High level proficiency in computer use viz:- MS Word, MS Excel and MS PowerPoint
  • Excellent communication skills- written and verbal
  • Attention to detail and high level of accuracy

How to Apply

Submit your CV and Application online : Click Here