Documentations Officer & Legal assistant

Our Company QuaLabels Manufacturers Private Limited Company seeks to hire competent, experienced & aspiring applicant to fill the following vacant position.

Summary of Job

Under the supervision and control of Human Resource and Administration Department the Documentations Officer & Legal assistant is responsible for the safe custody and systematic maintenance of all legal case records, documents, general files and the official seal of the company; receiving and delivering incoming correspondences and dispatching outgoing ones; making sure that incoming correspondences are properly dated, referenced, signed and sealed before confirming delivery; organizing the office in a way that ensures security of confidential information, easier access and retrieval.

Duties and Responsibilities

• Develops and maintains an up-to-date filing system and standard records management procedures;
• Checks outgoing correspondences for signature by authorized officials & for proper addressing before sealing and dispatching them;
• Ensures that all incoming mails are delivered and outgoing ones are dispatched to their appropriate destinations promptly;
• Makes sure that incoming/outgoing correspondences are properly dated, referenced, signed and sealed before confirming delivery;
• Coordinates and undertakes the annual inventory of files and records in the office;
• Follows up and urges concerned departments or units to respond promptly to incoming letters they receive;
• Follows up and ensures the timely delivery of outgoing letters and documents;
• Receives outgoing letters and documents from operating units to be dispatched to business partners, individuals or institutions;
• Registers outgoing and incoming documents or letters on a separate registering logbook, depicting the content, address and other important details;
• Ensures that relevant versions of applicable documents are available at the point of use;
• Updates the file arrangement system, separates dead files, ensures that documents remain legible and readily identifiable;
• Conducts studies concerning better ways of running the office and proposes reforming recommendations for decision;
• Transcribe, proofread, and file legal documents before deadlines.
• Communicate with clients, gathering necessary documents and information to begin building a case.
• Draft the first copy of legal documents.
• Schedule court depositions, hearings, and other meetings as determined by an attorney.
• Keep and organize court files & internal court records for easy access at any time.
• Performs other job related duties as required by the immediate supervisor.

Working Conditions

• Working conditions are normal for an office environment.

Needed Attributes:

• The job holder is expected to have ability to effectively describe and explain issues and events;
• The job holder is expected to be a first mover and actively tries to influence events to achieve goals; a self-starter who tries to achieve goals beyond minimal levels of performances.
• The job holder is expected to maintain high and acceptable level of ethical standard and integrity

Department:- Human Resource and Administration Department

Report to: Human Resource and Administration Department

Employment Type: Permanent with 60 working days of probation period.

Required No. of vacant post:-1(One)

Place of Work/Location: Legetafo Legedadi city

Education, Training and Experience:

• A Bachelor of legislative laws (L.L.B) degree and at least 2 years related work experience
• OR University/College/TVET (10+3) or advanced diploma in law/ Management/ Public Administration /Information Science/ Secretarial Science and Office Management and at least 2 years related work experience.
• Experience in law firm practices, word processing, time management, and an experienced assistant with strong clerical skills, on record keeping & organizing & documenting legal documents.