| Description of Position |
1. Manager – Legal and Secretarial
Role Title Manager – Legal and Secretarial
Reporting To CE
Department Legal and Secretarial
Location
Purpose
Assist CE in managing Legal, Compliance, Regulatory and Secretarial related activities.
Key Responsibilities
Responsibilities
Legal
• Assist the Head in preparation of periodic reports on changes in the legislation and laws and their implications;
• Assist other Departments in various matters related to legal compliance to ensure oversight / errors in such activities;
• Co-ordinate with external legal experts / counsels to provide guidance and advice and handle legal matters including litigations;
• Assist the Practice Head in resolving all legal queries within the desired timelines;
• Monitor status of dispute settlements / litigation cases and provide updates to the Management;
• Vet the contracts drafted by other Departments and assist them in preparing the contracts;
• Draft timely response to the notices received from Courts or other queries raised by external agencies which need legal intervention;
• Maintain safe custody of all original documents related to legal.
Secretarial
• Assist the Head in arranging periodic and timely Board Meetings;
• Timely submit the information required for compliance with the relevant authorities;
• Assist the Head in ensuring compliance with the statutory requirements and regulations prescribed by Company Law Board and Companies Act and all other applicable legislations
• Drive safe custody of original agreements, contracts, major court orders, certificate of incorporation of company, commencement of business, licenses and approvals and all regulatory filings / reports, as applicable.
Administration
• Design standard processes, including defining SLAs and TATs for delivery of Administration services;
• Identify and select vendors for procurement of various items and services, negotiate payment terms to ensure preferential rates for the Organization;
• Monitor the services delivered by vendors for ensuring effective management of the entire Office infrastructure and facility; initiate action in case of non-performance;
• Ensure all day-to-day office services such as cleaning, pantry, security, courier service, mail service etc. are delivered effectively;
• Ensure timely provision of facilities such as workstation, seating, stationary, phone, identity cards and Internet/LAN access to employees.
Others
• Support MPC in developing capabilities in managing Legal and Secretarial activities;
• Timely prepare and circulate Department MIS/update reports.
Key Result Areas and Performance Indicators
Sr. No. Key Result Areas Key performance indicators
1. Provide support to the organization in all legal matters Target vs Actual turnaround time to respond to queries raised by external Agencies on legal issues
% reduction in Legal liability cost for the Organization
Number of court cases pending beyond a preset timeline
2. Responding to Legal notices Adherence to TAT for drafting of responses to Legal notices
Quality of responses drafted
3. Ensure compliance with legislations and regulatory requirements % cost escalation due to non-compliance
Adherence to schedule for preparation and filing of necessary forms and documents with Statutory Organizations
Planned Vs actual number of Board meetings conducted per time period
Number of non-compliance notices received from regulatory/statutory authorities
4. Efficient delivery of Administration Services Quality of administration services- Feedback from employees
Percentage reduction in the number of employee complaints received related to office facilities (facility support, bookings etc.)
Instances of non-adherence to SLAs by vendors
5. Record Keeping Target vs Actual turnaround time for vetting and approval of legal documents / contracts
Accuracy and comprehensiveness of legal and secretarial related documents maintained
6. MIS and Reporting Adherence to timelines for preparation and submission of Department MIS/ status reports
7. Resolving Queries Adherence to TAT for resolving queries of other Departments
Adherence to TAT for review/preparation of legal documents
Job Specifications
Education:
Company Secretary / Masters in Law or Masters in Business Law (desirable)
Skills and Experience:
• 1-5 Years of experience
• Knowledge of relevant statues, Acts And Regulations
• Prior work experience with a Company Secretary is desirable
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