Applicants are hereby invited to apply for the position of Legal Assistant (Non-Management Grade 4), within our Legal, Compliance and Governance Unit.

Applications are to be submitted on or before January 16, 2025.

JOB SUMMARY

The incumbent will be responsible for providing administrative support to the various arms of the Legal, Compliance and Governance Unit, which includes secretarial services, departmental budgeting and accounting, communications, personnel services, filing and facilities management for the Corporate Centre.

KEY DUTIES AND REPONSIBILITIES

• Types and vets outgoing correspondence, memoranda, letters to ensure that they conform to the Bank's standards
• Handles all activities relative to receiving and despatching mail, including opening, scanning, sorting, recording, distributing and logging on a daily basis.  Prepares mail and other packages for dispatch by Office Assistant/Couriers
• Monitors the activities of the Office Assistant on a daily basis to ensure tasks are completed in timely manner
• Tracks monthly attendance and punctuality for Manager's review with the use of information generated on peopleFirst that is provided by Management
• Coordinates monthly and quarterly meetings within the Unit to include recording and transcribing minutes for circulation
• Provides administrative support to the Managers within the Unit, which includes scheduling appointments and meetings, seeking training approval, compiling and generating reports, maintenance of company vehicles and reconciling business expenses and overseas travel expenses as required inclusive of preparing and submitting overseas reconciliations to Human Resources (HR)
• Provides administrative support and assistance to the Chairman, which includes scheduling appointments and meetings, compiling and generating letters and reports to the Ministry of Finance and other external agencies and arranging travelling business expenses and overseas travel expenses
• Processes petty cash payments for the Department and payment of invoices 
• Organises renewal of membership fees on behalf of Attorneys-at-Law, Compliance Manager and Compliance Officers for various associations including but not limited to the Law Association, FIBA, ACAMs and ACCC by preparing the necessary particulars and cheque payments
• Assists in the preparation of Legal Agreements/Contracts, Leases etc.
• Organizes and maintains administrative filing system inclusive of electronic filing of documents under seal for all documentation
• Updates the Financial Intelligence Unit (FIU) request log with requests received and assigns to officers as well as updates the Unusual Suspicious Activity log with forms received
• Prepares the schedule for Board and sub-committee meetings for the First Citizens Group for approval by the Group Corporate Secretary and the Group Chief Executive Officer and ultimately the Chairperson and Directors of the First Citizens Group
• Witnesses Deeds and other Legal documents, inclusive of signing off affidavits relating to same
• Updates an electronic Deeds Register system for submission to the Board of each subsidiary for noting documents executed under seal
• Files Quarterly Litigation Report with the Attorney General's Office and the Ministry of Finance
• Assists with the collation and preparation of the Company’s and Director’s information in preparation for the Annual Meetings of Shareholders and the Annual Reports of the Group’s entities
• Prepares and distributes quarterly connected party disclosure forms to senior offices and Directors of the Bank and First Citizens Barbados and updates Group Credit Risk Management on changes within the designated timeframe
• Organises external training in conjunction with HR at local, regional and international venues on behalf of the Unit to include registration, accommodation, airline booking, and receipt of petty cash and/or rental of car
• Liaises with the appropriate Branches, Units and team members for information for periodic reports to ensure the timely preparation and submission of same via eGRC or electronic mail
• Assists Managers with updating training materials, PowerPoint presentations and case studies to facilitate internal training conducted by the Unit
• Engages in marketing of the Group’s products and services
• Responds to customers for first level request, inquiries, incoming and outgoing calls, in a courteous and timely manner consistent with operating standards and escalation to the Supervisor/Manager where necessary
• Completes special projects and other delegated activities as assigned by the Supervisor/Manager

QUALIFICATIONS AND EXPERIENCE

• Candidates must possess an Administrative Professional Secretaries (APS) Certification or Executive Secretary Technician Diploma or equivalent and five (5) GCE O’Levels Grades A, B and C or CXC O’Levels (General Proficiency) Grades I, II or III of which Mathematics and English Language must be at Grades I or II. Not more than two (2) of the other subjects should be at a grade III level
• Candidates must also possess a minimum of three (3) years' experience in either a Legal, Compliance or Governance environment or one (1) year experience with Paralegal Certification
• Typing Certificate — Advance Level or any equivalent word processing certification
• Paralegal Certification will be considered an asset
• Good oral and written communication, organizational, interpersonal, and teamwork skills
• Ability to use initiative and exercise sound judgment
• Ability to read, analyse, interpret, and use complex documents and forms
• Professional deportment, discreet and confidential
• Proficiency in Microsoft Office Suite
• Knowledge of the Group's Operating Software Systems, Profile FMS, Products and Services