PRIME HOLDINGS LIMITED (PHL)
TERMS OF REFERENCE FOR THE RECRUITMENT OF A LEGAL & ADMINISTRATIVE OFFICER OF PRIME HOLDINGS LIMITED
I. BACKGROUND AND OBJECTIVE
Prime Holdings Ltd is a Private Limited Liability Company registered in Rwanda with its main objectives being to provide hotel premises, construct modern office facilities and other multipurpose structure building activities in Rwanda.
Prime Holdings Ltd (hereinafter referred to as “PHL”) is, therefore, seeking to recruit the services of a highly-skilled, self –motivated and experienced Legal and Administrative Officer.
The below terms of reference describe the duties and responsibilities of the Legal and Administrative Officer.
Under the supervision of Managing Director (MD), he/she will facilitate PHL legal aspects, attend board meetings, provide full administrative support to the MD, oversee all law-related areas of the operations of PHL with a focus on investment, financial regulatory matters, legal compliance, employment and labor, litigation and contracts. He/she will also be responsible for identifying legal risks associated with the operations of the company and will be expected to propose mechanisms for mitigating such risk and will oversee the implementation of and compliance with other applicable policies and laws.
1. Duties of the Legal and Administrative Officer
The Legal and Administrative Officer main tasks will include but will not be limited to the following:
Board and Executive support
Advising Management and the Board of Directors on the scope of their authority, appropriate decision-making, and legal aspects of their decision.
Attending all meetings of the shareholders, Board of Directors and relevant committees
Leading the scheduling of the meetings of corporate bodies of PHL to ensure compliance with applicable requirements and to ensure that all decisions are adopted in a timely manner and by the appropriate corporate body
Assisting with preparation of the shareholder’s meetings, Board and relevant Committee meetings
Sending meeting notices to all shareholders, members of the Board of PHL as well as preparation of materials for each meeting
Providing legal advice to the chair of the Board in the exercise of the Chair’s duties
Recording attendance at all Board and committee meetings
Ensuring that quorum requirements are met and that decisions are adopted in accordance with applicable law and the PHL’s constituent documents
Drafting minutes at shareholders’, Board meetings and applicable committee meetings and drafting resolutions were required
Ensuring compliance with applicable laws, regulations, PHL policy, and principles of good corporate governance
Promptly reporting and advising on conflicts of interest in accordance with PHL policies and code of conduct
Advising Board of Directors on their responsibilities, including their fiduciary obligations
Maintaining all corporate records and documenting all corporate decision
Assisting the Managing Director in the preparation of the presentations, speeches, and correspondence
Completing a broad variety of administrative tasks for the MD including: composing, preparing and handling confidential and non- confidential correspondences
Developing and maintaining a filing system ensuring corporate documents are safe and easily accessible by the relevant officers of PHL
Supporting and enabling smooth communication with internal departments demonstrating hospitality, maintaining credibility, trust, and support with PHL staff
Arranging detailed travel plans and itineraries, compiling relevant documents
Compliance with Internal agreement
Reviewing internal documents and policies to ensure they are drafted in accordance with applicable law/s
Reviewing and preparing, as necessary contract and documentation used by PHL
Legal support to the operations of the company
Implementing instructions of the PHL Board of Directors concerning the legal aspects of the operations
Providing support to PHL, to ensure compliance with labor and employment obligations as an employer,
Engaging with tax experts as necessary in order to provide advice as to tax liabilities and practices of PHL, including those related to individual transactions in order to obtain the best outcome
Providing legal opinions based on local law regarding various aspects of the operations of PHL
Identifying legal risks associated with the operations of PHL and proposing mechanisms for mitigating them
Reviewing and drafting documentation and contracts related to PHL activities, especially loans given to PHL, lease agreements and any other applicable documentation as well as ensuring that the documentation protects PHL’s interests and complies with the applicable laws
PHL Representation before courts and administrative agencies
Identifying and hiring the services of outside advocates, as needed, overseeing outside advocates work and billing
Coordinating and overseeing PHL’s representation before local authorities and courts as required
Coordinating and overseeing the pursuit of claims by PHL as applicable, and defending PHL against claims by third parties
As well as any other duties that may be assigned during the course of employment
2. Qualifications and Skills Required:
Bachelor’s degree in law and Postgraduate diploma in legal practice (preferred) with at least 3 years of professional experience relevant to this post among the following areas:
Corporate law
Litigation and labor law (preferred)
Corporate Governance and Strategy
Good communication and interpersonal skills
Analytical and problem-solving skills
Strong writing and communication abilities in Kinyarwanda and English is essential. Knowledge of French is an added advantage.
Have proficient knowledge on the use of Microsoft office packages
3. How to apply:
Interested and eligible applicants should send electronically to the email by using the “Apply for this job” button below not later than 12nd February 2020. The application should include the following:
Motivation letter explaining your suitability for the position
Curriculum vitae with at least 3 referee preferably most recent employers or supervisors (emails and phone numbers)
Notarized copy of the most qualifying degree/ certificate, a copy of the national identification card
Any additional certificates where applicable
Training and experience documents
All in 1 document
Kindly Note: Only shortlisted candidates shall be contacted for the interview.
Thank you.
Prime Holdings Ltd
Management
