Office Administrator at Volvo Group

To render an effective and efficient coordinating and support role to the Head of Legal and Compliance, with specific reference to Legal matters, (Administration, Compliance and Corporate Governance etc.) also to offer support to the HR department.

Admin Support
Duties and Responsibilities

• Attend to administrative functions for Legal, HR and Purchasing department
• To ensure compliance with Legal requirements pertaining to Disciplinary Hearings, should a case be referred to the CCMA – prepare bundle for lawyers.
• Maintain labour matters register. Ensure case register is up to date.
• Ensure information is collected, processed, utilized, stored in compliance with data protection regulations.
• Ensure all filing done in a correct and auditable manner and assist HR to upload all employee information digitally
• Assist Purchasing to update supplier information in the system, support in administration of purchasing systems
• Assist Purchasing in Following-up on orders, contracts and filing
• Create and maintain a proper and accurate data base of all legal documentation
• Ensure legal databases is up to date – Lexis Nexis and agreement schedule.
• Prepare agreements and schedules for all Legal Agreements, attend meetings.
• Amend, circulate, and attend to sign off and publication of Company Policies and Procedures.
• Assist in the effective and efficient management of the contractual process, coordinate sign off, of contracts; liaise with different departments for special instructions.
• Ensure completeness of application as well as legal and Corporate Governance compliance
• Coordinate all internal and external Legal and Compliance meetings.
• Creating purchase orders for any legal services and ensure payment. Attend to legal supplier payment queries.

Required Knowledge And Experience

• A minimum of 3 - 5 years’ experience in an Administrative Office
• Qualification in Office Administration or HR administration

Skills

• Good People skills (Internal & external)
• Computer literacy (MS Office: Intermediate)
• Judgement and decision making
• Good analysing, organising skills
• Problem solving
• Effective communication (verbal and written)
• Effective minute taking.
• An understanding of, and insight into, the BCEA, LRA, OHS, EE and POPI Acts