Legal / Administrative Assistant

Job description / Role

Reporting to: Group Legal & Administration Manager

Department: Legal & Administration

Main Mission and Purpose:
• Ensures an efficient support to the Legal & Administration Manager on all group legal and Para-Legal administration related activities, as well as manage the HR administration and employee relations activities for the Dubai office.

Key Responsibilities:
• Legal contracts: Basic review contracts and draft legal documents for revision by the direct manager or senior management
• Reports and documents: Prepares reports, memos, and documents required by Management related to the activity
• Legal communication: Draft letters related to legal activities.
• Filing: Ensure that an efficient and reliable filing system of all legal documents is in place. Work on developing an electronic filing system. Ensures that company document and contracts are securely and correctly filed and archived
• Company database: Manage accurately and update constantly the company legal and personnel database on the central server
• Emails and mails: checking and distributing incoming emails
• Meetings, seminars and travel organization: Organize travels, meetings and seminars related to the activity of the department, including visas, hotel and flight bookings,

Legal and Para-Legal activities:
• Legal contracts: Basic
• Draft legal documents for revision by the direct manager or senior management
• Reports and documents: Prepares reports, memos, and documents required by Management related to the activity
• Legal communication: Draft letters related to legal activities.

Office administration:
• Filing: Ensure that an efficient and reliable filing system of all legal documents is in place. Work on developing an electronic filing system. Ensures that company documents, and contracts are securely and correctly filed and archived.
• Company database: Manage accurately and update constantly the company legal and personnel database on the central server
• Emails and mails: checking and distributing incoming emails
• Meetings, seminars and travel organization: Organize travels, meetings and seminars related to the activity of the department, including visas, hotel and flight bookings

HR Administration:
• Personnel administration: Manage the HR administration and employee database in the most reliable way, including staff attendance (absences, leaves, and vacations), special permissions, contracts and confidential files, employee’s data, medical insurances.
• Processes: Develop, implement and manage the HR administration processes and policies at Group level in close coordination with the Group’s HR department and policies.
• Recruitments: Follow up with the recruitments needed and indicated by management; manage the recruitment and search process for the Dubai operation, and support the sourcing of talents and candidates for all recruitments within group, in close coordination with Group HR.
• Company guidelines: support the design and update of the company’s guidelines and support its communication at group level;
• Employee communication: elaborate jointly with the management the communication to the personnel related to HR administration, company guidelines or new employee’s induction in the company
• Coordination with Group HR: Support the implementation of the Group’s HR policies and follow up with their implementation in Dubai office. Coordinate actions with HR team

Requirements

• Bachelor degree in law, BA or in translation.
• Minimum 3-4 years in UAE in legal/Labour law/Administration experience.
• Minimum 2-3 years in UAE in the administrative field, with some focus on Legal

PROFESSIONAL SKILLS
• Broad understanding of the legal environment
• Good knowledge of labor laws in UAE
• Project management skills
• Office Administration, database management
• Languages: fluency in English and Arabic

SOFT SKILLS AND CAPABILITIES
• Strong organizational and planning skills, with good time and priority management
• Team spirit with capability to collaborate with all actors
• Very good communication, interrelationship and presentation skills
• High sense of responsibility, initiative and problem solving attitude
• Rigor and sense of detail with a strong quality orientation
• Solid knowledge of IT tools, mainly Office

About the Company

BAC Middle East - the longest established professional recruitment consultancy in the UAE. Established in 1979, we have been at the forefront of the region's recruitment industry for 40 years and were the first firm of our type in the world to achieve ISO9001 certification: a reflection of our constant emphasis on quality and customer satisfaction.

With our well-developed infrastructure and staff strength, we are able to assist you with recruitment needs ranging from junior professionals through to middle and senior management, whatever your industry sector.

BAC's proven regional experience and resources can help ensure that you recruit the best available candidates and enjoy the many advantages of a managed recruitment process.