Paralegal at Sanlam Group

Sanlam Alternative Investments (SAI) 

• The purpose Sanlam Alternative Investments (SAI) business is to help build the African continent and make a real sustainable difference in the emerging economies in which we operate in, aligning to the Sanlam Group’s mission of financial inclusion.
• The SAI business has a broad range of capabilities that include Private Equity, Specialised Finance, Property, Infrastructure and Partnerships. Sanlam is the biggest non-banking financial institution on the continent, operating in Africa for over 100 years. 

What will you do?

• To provide a range of secretarial, legal and administration support services to the in-house team of legal advisors and professionals.

Key Responsibilities

Word Processing & Filing

• Type, check and file all legal documentation & correspondence, including complex and lengthy legal agreements. This may include transcription of dictated or recorded information.
• Apply standard templates and customise house templates as required.
• Redline complex agreements.
• Prepare execution versions of agreements. This includes differentiating between new documents and document versions.
• Type up organograms.
• Prepare PowerPoint presentations / displays.
• Check documentation to identify, query and if required rectify errors and/or inconsistencies with house rules and standard legal practice.
• Re-format and re-phrase typed documents where necessary.
• Scan relevant documentation.
• Save all relevant e-mail correspondence.
• File all documentation and relevant correspondence in date and time order with established naming conventions.
• Access and retrieve filed information requested.

Legal Administration

• Draft and review basic agreements and other routine documentation and correspondence e.g., general letters and/or e-mails in line with established precedents and practices.
• Check agreements for consistency in the application of legal terminology and check cross referencing, especially where changes have been made.
• Assist with the collation, preparation and filing of matter and client related documents.
• Check to ensure that all requisite documentation requirements are in order.
• Follow up with clients and other parties to ensure that outstanding documentation is received.
• Prepare transaction bibles.
• Close matters and archive files.
• Monitor fulfillment of CPs.

Invoicing & Collections

• Gather and provide requisite FICA information from clients and/or parties responsible for invoice payments.
• Check and assist Finance with account allocations if required.
• Process expenses as authorised.

General office support

• Answer, screen telephone calls and take messages.
• Schedule and confirm diary appointments as requested.
• Take minutes and notes of meetings when required.
• Arrange conference call facilities.
• Arrange catering requirements for meetings.
• Arrange logistics for conferences i.e., venue, travel, catering, accommodation, presentation and documentation requirements.
• Order and distribute stationery for the team.
• Manage and book all travel requirements for team members.

Teamwork

• Support others in business when necessary.
• Maintain a collaborative working relationship with other PAs and support areas in the company, e.g., IT, Finance, HR, and Marketing.

Qualification and Experience

• Grade 12 or Diploma with 3 to 5 years related experience.

Skills Required

• Secretarial and Administration support
• Manages various stakeholder queries and support.
• Ability to work in a challenging environment with a wide and varied workload.
• Sound knowledge of legal terminology.
• Requires advanced computer literacy skills (MS Office suite including but not limited to Excel and PowerPoint) to capture, save, retrieve, organise, scan and index documents and e-mail correspondence.
• Up to date knowledge of the company’s policies and practices.
• Advanced knowledge of the legal department’s house styles, templates, layouts and definitions including how to access and complete these templates in line with house rules.
• Advanced functional knowledge and application of the company’s document management system and Filing system
• Ability to prioritise and work well under pressure.
• Attentive to detail - methodical, organised, precise, accurate, neat and tidy with paperwork.
• Well-developed written and verbal communication skills.
• Basic working knowledge of FICA requirements.
• Must demonstrate a knowledge and respect for confidentiality and the ethical standards of the legal profession.
• Understand the critical difference between internal stakeholders and external parties i.e., legal advisors, clients and non- legal administration support functions.