The International Maize and Wheat Improvement Center (CIMMYT) is seeking a Legal Assistant (Locally Recruited) to join its team in Nairobi, Kenya. This position is a locally recruited staff role offered on a 2-year contract.
Key Responsibilities
- Contract Support: Support the contract lifecycle, assisting with drafting from approved templates, formatting, version control, amendment, release, and quality control for agreements entered into by CIMMYT with national and international public and private entities, under the direction of the Regional Legal Counsel and in coordination with the Operations Legal Counsel at HQ Legal.
- Contract Management: Perform contract management activities (intake, verification, follow-up of documents, signature preparation, and processing (Cover Sheet Preparation and Adobe Sign process) and execution tracking through the CLM.
- Record Keeping: Maintain matter files, records of regional agreements and host country instruments, and version histories, observing the Department's confidentiality and need-to-know protocols.
- Help Desk Management: Operate the regional legal control desk assigning, following up, and processing tickets and requests through the Department's systems.
- Workflow Optimization: Support the updating, creation, and implementation of processes, practices, guidelines, procedures, and workflow optimization that improve the day-to-day efficiency of the legal function and advance the Regional Legal Operating Model.
- Systems Implementation: Support the rollout and adoption of Legal Department tools (Ticketing System, CLM, Adobe Sign, D365) within the region and among internal clients, including workflow automation.
- Reporting: Support the maintenance of processes, KPIs, and dashboards that enable accurate and timely service and the continuous improvement of CLM processes, including automation and reporting.
- Administrative Support: Provide administrative and document support to the Regional Legal Counsel across the regional portfolio.
- External Counsel Coordination: Assist with coordination of external counsel: assembling instruction packages, collecting documents, tracking deadlines, and monitoring invoices and fee follow-up, under the direction of the Regional Legal Counsel.
- Deadline Tracking: Maintain trackers of regional deadlines, renewals, and obligations, and provide timely reminders.
- Meeting Coordination: Prepare agendas, attend meetings, take minutes, capture and follow up on action items, and prepare briefing materials for participants, coordinating across time zones with HQ Legal.
- Database Curation: Maintain lists, status charts, and matter/agreement data integral to the Department; curate agreement and document databases.
- Task Tracking: Track and report a high volume of tasks daily through the Department's dashboards and KPI tools to support progress updates to relevant areas.
- General Administration: Carry out administrative tasks including expense reports, payment processing, travel arrangements, advances, accommodation, and documentation; liaise with Procurement on services, purchases, equipment, and supplies for the Department.
Requirements
- Bachelor's degree in Law.
- Minimum of 3 years' experience in a legal support, paralegal, or contract administration role in a company, law firm, or international organization.
- Full professional proficiency in English (minimum C1 CEFR; test administered).
- Proficient computer skills (at a minimum Microsoft Office and Adobe Acrobat); familiarity with CLM systems (ICERTIS an advantage) and willingness to learn and master new tools.
- Excellent organizational, writing, research, and communication skills, including the ability to handle legal documentation accurately and to communicate clearly with non-legal stakeholders.
- Ability to maintain the highest level of confidentiality and discretion.
- A demonstrated sense of urgency and commitment to responsibilities and deadlines.
- Core Competencies: Proactivity, Communication, Problem Solving, Achievement Orientation, Flexibility/Adaptability, Multicultural Awareness/Sensitivity, Teamwork, Time Management, and Collaboration.
Benefits
- Competitive remuneration package commensurate with experience and qualifications.
- Non-contributory pension scheme.
- Comprehensive medical insurance.
- Paid annual and statutory leave.
- Learning and development opportunities in line with CIFOR-ICRAF policies.
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