JOB TITLE: PARALEGAL
PROPOSED GRADE/LEVEL: 4
DEPARTMENT: Legal
REPORTS TO : Legal Officer and Corporate Secretary
DIRECT REPORTS: N/A
Job Summary
Responsible for providing administrative and legal support by managing contracts, Board
documentation, and legal records to ensure efficient operation of the Legal Department and
support achievement of the Universal Service Fund’s objectives.
2. Key Outputs/Deliverables:
- Legal documents drafted and reviewed
- Board and committee documentation prepared
- Minutes and action sheets recorded
- Contract management records maintained
- Legal research conducted
- Board meetings coordinated
- Files and records organized
- Legal correspondence drafted
- Progress reports prepared
- Contract execution facilitated
- Document repository maintained
3. Principal Responsibilities: - Assist in drafting and reviewing contracts, MOUs, partnership agreements and other
legal documents - Receives incoming correspondence and documents and dispatches them to relevant
officers - Prepare and maintain Board and subcommittee documentation including minutes,
action sheets and meeting packages - Coordinate logistics for Board and subcommittee meetings (Projects, Strategic
Planning, Audit, and Finance) - Maintain organized filing systems for contracts and legal documents, both physical and
digital - Provides administrative support to internal and external meetings which includes
drafting Agenda, recording and transcribing Minutes and circulating documents - Draft legal correspondence and memoranda under supervision
- Process contract execution including printing, binding and obtaining signatures
- Conduct legal research to support compliance, risk mitigation, and contractual
negotiations, summarizing findings for review by the Legal Officer. - Compile monthly, quarterly and other reports for the Legal Services Department for
submission to the CEO - Follow up on action items from Board and subcommittee meetings
- Receives incoming correspondence and documents and dispatches them to relevant
officers - Maintains a record of all incoming and outgoing files and correspondence
- Manage correspondence with Board members
- Monitor contract deadlines, renewals, and compliance obligations, ensuring timely
follow-ups and risk mitigation. - Process documentation for Board member payments
- Scan and upload contracts and legal documents to digital storage systems
- Assist with the process of authenticating documents, affixing seal and stamping
documents - Type and organize reports, correspondence and other documents
- Arrange and monitor the logistics for internal and external meetings
- Type and organizes responses to requests for information in keeping with the Access
to Information Act - Review operational practices and recommends improvements
- Prepare statistical data, charts, graphs etc, for inclusion in reports;
- Maintain confidentiality of sensitive legal and corporate information
Other responsibilities - Performs other related functions required by the USF from time to time.
4. Performance Criteria:
- Key output deliverables are produced within the agreed timeframe at required
standards. - Documents and correspondence are accurately typed and error free.
- Documents dispatched/circulated/logged.
- Documents are accurately prepared within agreed timeframes
- Board documentation completed and distributed on schedule
- Files are maintained according to records management standards
- Correspondence handled promptly and professionally
- Research conducted thoroughly with proper citations
- Confidentiality maintained at all times
- Deadlines consistently met
- Work completed according to established quality standards
- Initiative demonstrated in handling assigned tasks
- Professional relationships maintained with internal and external stakeholders
- Confidentiality, integrity and professionalism are exercised in the execution of duties.
- Initiative and ingenuity is demonstrated on expediting functions.
- The department and the USF policies, procedures and regulations are always adhered
to in the execution of duties.