Corporate Secretarial Oversight: - Direct, control and manage the operations and staff of the Legal Department and Company Secretariat.
- Develop and update corporate methods, policies, processes and procedures for review by the Company's Board of Directors
- Participate in the development and formulation of appropriate corporate objectives, strategies, plans, policies and procedures for the achievement of the Board's mission and vision.
- Coordinate the provision of the relevant logistical support to ensure that all corporate secretarial functions are carried out promptly and efficiently.
- Board & Committee Administration: Organize and facilitate board and committee meetings, including preparation of a calendar of meetings, deadlines, and many other matters for the board and its committees
- Prepares agendas for board and committee meetings
- Reviews, prepares, and distributes board materials containing substantial background information to assist with board and committee meeting preparation
- Support to the Board of Directors: Co-ordinate the production of minutes of all meetings of the Company's Board of Directors and other specific Committees.
- Ensure that all minutes, reports, presentations and other relevant documents required for meetings are forwarded in a timely manner to Directors and all participants of the scheduled meetings.
- Ensure that all decisions of the Board of Directors are communicated to the appropriate parties in a timely manner.
- Statutory Compliance & Filings: Ensure all statutory and regulatory filings are completed accurately and on time, maintaining all corporate records and registers
- Manage the Company's institutional/regulatory records effectively and efficiently in keeping with established procedures and guidelines.
- Provide legal advice to the Board of Directors and its Sub-Committees as necessary.
- Creates and oversees the orientation, training and briefings of newly appointed Board members
- Corporate Governance: Design, implement, and maintain the company's governance framework, ensuring adherence to best practices and regulatory standards
- Monitors corporate governance and other developments that the board and/or its committees need to know and takes the necessary steps to comply with changing regulatory and other requirements
Legal Operations Oversight: - Legal Advisory: Providing timely and accurate advice to management/departments on various legal topics (contracts, IP, employment, etc.). to achieve operational objectives
- Stakeholder Management: Liaise with shareholders, attorneys, and representatives of statutory and regulatory bodies as necessary for the achievement of the Company's objectives. Liaise with attorneys on public liability and court matters. Respond to correspondence received from attorneys representing the company and initiate appropriate follow up action as required.
- Contract Management: Drafting, reviewing, negotiating, and managing all types of legal agreements and corporate documents (leases, service agreements, etc.)
- Compliance & Policy: Ensuring adherence to laws; developing and implementing internal policies and procedures. Participate in the opening of tenders, in tender committee and credit committee meetings as required.
- Risk Management: Work in conjunction with the Manager Risk and Compliance in identifying, assessing, and mitigating potential legal risks associated with business decisions and operations.
- Litigation Management: Handling disputes, coordinating with external counsel, managing discovery, and preparing for court. Represent the company at meetings and in court proceedings as required and provide briefs and supporting Legal information for the company’s attorneys as appropriate.
- Legal Research: Conducting in-depth research on legal issues, statutes, and case law to support initiatives.
- Regulatory Monitoring: Staying current with changes in legislation and advising on their impact.
Performs other related duties as required to accomplish the objectives of the position. |
BEHAVIOURAL AND TECHNICAL COMPETENCIES: |
Knowledge, Behaviours, Skills & Abilities: |
- Integrity and Discretion: Handling highly confidential and sensitive information with the utmost honesty and discretion is paramount to build and maintain trust with clients, boards, and colleagues.
- Communication: Strong oral and written communications, presentation & project management skills. Should also possess sound interpersonal and networking skills.
- Teamwork: Promotes co-operation and commitment within a team to achieve goals and deliverables. Encourages team unity through sharing information or expertise, working together to solve problems and putting team success first. Commitment to working with shared leadership and in cross-functional teams and demonstrates energy and drive.
- Adaptability & Flexibility: Adapts to changing business needs, conditions and work responsibilities. Copes well and helps others deal with the ongoing demands of change; sees and shows others the benefits of change.
- Attention to Detail: diligently attends to details and pursues quality in accomplishing tasks. Performs tasks with care; is thorough.
- Development and Continual Learning: displays an ongoing commitment to learning and self-improvement. Current awareness in the field of business operations, office administration and records management.
- Leadership & Navigation: Inspiring, guiding teams, driving initiatives, and leading change.
- Ethical Practice: Upholding integrity, confidentiality, and accountability; acting as a credible, trustworthy advisor.
- Relationship Management: Building trust, fostering collaboration, and managing stakeholder interactions across all levels.
- Business Acumen: Understanding the business model, using data to make decisions, and aligning HR with strategic goals.
- Consultation: Advising leaders and employees, providing expert guidance.
- Critical Evaluation: Using data, analysis, and judgment to inform decisions.
- Global & Cultural Effectiveness: Valuing diversity, equity, and inclusion in a global context.
- Emotional Intelligence: Self-awareness, empathy, and managing emotions in sensitive situations.
- Conflict Resolution: Mediating, negotiating, and resolving workplace disagreements constructively.
- Digital Agility: Responding to change, embracing new technologies.
- Problem-Solving: The ability to analyse complex situations, evaluate options objectively, and devise effective, legally compliant solutions is a key requirement.
- Critical thinking: The ability to see the big picture, analyze complex factors (market, competitors, trends), anticipate future challenges/opportunities, and develop/communicate a clear, long-term vision and actionable plan to achieve organizational success, balancing creativity with logical analysis for sustainable growth.
- Change Management: the set of observable skills and behaviours enabling individuals to anticipate, support, implement, and champion organizational changes, showing adaptability, clear communication, and commitment to new ways, effectively bridging the gap between change initiatives and successful adoption by fostering buy-in and understanding among employees.
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Key Performance Indicators (KPIs) |
Compliance and Risk Management KPIs - Timeliness of Statutory Filings: Percentage of all required documents (annual returns, financial disclosures, etc.) filed on or before deadlines (Target: 100% on-time).
- Number of Compliance Violations/Penalties: Incidents of non-compliance, regulatory warnings, or audit findings (Target: Zero major violations/findings).
- Risk Mitigation Rate: Percentage of identified potential legal/governance risks for which mitigation plans have been proposed or implemented.
- Compliance Training Completion Rate: Percentage of employees or board members who complete mandatory compliance training (Target: High completion rate, e.g., >90%).
Operational Efficiency and Performance KPIs - Contract Turnaround Time: Average time taken to review, negotiate, and finalize contracts (Target: Reduction over previous periods or within service-level agreements).
- Average Processing Time for Legal Matters: Time from receiving a legal request to resolution.
- Meeting Management Efficiency: Percentage of board/committee meeting materials distributed within the predefined timeframe before the meeting (e.g., 4 working days prior).
Strategic and Stakeholder Engagement KPIs - Stakeholder Satisfaction Score: Feedback ratings from board members and internal business partners regarding the quality and responsiveness of legal/secretarial services (Target: Score of at least 4 out of 5).
- Implementation of Governance Recommendations: Percentage of recommended governance improvements or best practices that are adopted by the board/management.
- Strategic Contribution: Number of proactive risk management plans or innovative governance processes proposed and implemented by the department.
- Litigation Success Rate: Percentage of favourable outcomes in litigation matters, as defined by established criteria (e.g., cases dismissed, settled below a specific threshold).
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Academic Qualifications and Experience: |
- Education: LLB and LEC are mandatory. An LLM in Corporate and Commercial Law and/or a MSc in an equivalent qualification is also required.
- Chartered Secretary/Corporate Governance certification preferred
- Experience: 8 years’ experience in said field
- The applicant should possess a well-developed theoretical and practical knowledge of the legal, corporate secretarial, institutional, statutory and regulatory framework of a State Enterprise
- Managing from the pre action stage to claim and litigation, inclusive of Mediation, ADR strategies, and dispute management
- Drafting, reviewing, and maintaining board charter, TOR, ethics, and whistle blowing policies.
- Advising , on data protection, confidentiality clauses, NDA's etc.
- Technical Skills: Strong knowledge of the laws of Trinidad and Tobago, corporate governance principles, and compliance requirements
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