Legal & Compliance Co-Ordinator at Flight Centre Travel Group

Job title: Legal & Compliance Co-Ordinator

• The purpose of this role will be to objectively and independently support the Legal department with the following functions across the FCTG Group of companies.

Primary duties and responsibilities (KRAs) LEGAL:

• Conduct research on regulations, laws and legal disputes/issues;
• Adequately investigate the facts surrounding a matter that is brought to legal from all areas within the business including but not limited to; FCB, FCI (Branded & Unbranded), customer experience, FCM, CT;
• Maintain a register of all legal documents & contracts throughout the business (contract tracker for expiry/renewal of all contracts);
• Managing the legal document calendar (for renewal & expiry dates of contracts);
• Compiling evidence and information required for Subpoenas, and compiling reports and affidavits in respect of the same;
• Finalising and sending all retail legal letters to lawyers (only once handed over to lawyers and once customer experience has conducted and put together the full investigation and compiled all documentation into a consolidated draft for Legal’s review and finalisation- Legal does not communicate with customers). Knowledge of Booking T’s & C’s & CPA is required for this. (Only upon receipt of lawyer’s correspondence/letter of demand).
• Managing the debt collection process with external lawyers (handing over, monitoring progress, recording the progress made to advise stakeholders etc)
• Review and complete basic NDA's;
• Assist in consolidating information for matters being handed over to external lawyers;
• Managing tracker for AOD payments;
• Assist CT & FCM complete SLA's (these are already drafted and are completed by BDM's but they often need assistance);
• Assist with the Insurance schedules for the business.
• Review instructions sent to legal upon request.
• Facilitate follow up actions arising from these meetings by diarizing action needed;

B-BBEE:

• Facilitating all the administration for the two Trusts (beneficiaries, registers, notices, AGM meetings, Trustee changes etc) (legal will still have oversight of this)
• Assisting RSM in collating the documents required for the B-BBEE audit (legal will still have oversight of all of this);
• Source ED & SD Beneficiaries;
• Manage the relationship with AIF

POPIA:

• Take on the role of the Delegated Information Officer (DIO);
• Record Data Breaches that arise within the group of Companies;
• Report Data Breaches to the IR;
• Update IO Certificates where required;
• Assist with subject access requests received through FCTG & One Trust;
• Manage One Trust Portal;
• Attend monthly POPIA calls with UK Privacy team;
• Attend monthly POPIA calls with Global privacy Team;
• Assist with all POPIA compliance reminders to Business;
• Manage POPIA privacy mailbox;
• Assist L&D with POPIA refresher training on Compass to the business;
• Manage Vendor management process (for all new and existing vendors)
• Initial review of POPIA documents from FCM & CT customers
• Legal & Risk will still have oversight over this

COMPLIANCE:

• Ensure that Contracts are only signed by authorised individuals
• Manage and maintain the e-signing processes, procedures, signing licenses and relationship with LawTrust;
• Loading of documents for signature on Signinghub (once legal has approved the same)
• Assist the business in providing certificate of incorporation documents and registration documents upon request;
• Assist with Regulatory submissions to ASATA
• Identify risks and devise strategies

FRESHDESK MANAGEMENT:

• Manage Legal and Compliance queries and reporting through Freshdesk

Education and qualification:

• National Certificate or Equivalent related to legal risk and compliance

Experience:

• Experience with investigations, queries and drafting of documents
• CPA exposure
• POPIA, Privacy and Risk exposure