Secretary - Dispute Resolution

An exciting opportunity exists in the Dispute Resolution Department in the Namibia office for an Intermediate legal secretary supporting a large and busy team. The role requires a highly experienced, proactive self-starter with sound judgment, excellent organisational skills and the ability to support multiple Partners/Directors and Associates simultaneously. The successful candidate must be confident working independently with minimal supervision, able to manage competing priorities under sustained pressure, and take full ownership of administrative, billing and debtor-management responsibilities in a fast-paced dispute-resolution practice.

• Matric/Grade 12.

• A secretarial/administrative/paralegal diploma or equivalent would be advantageous.

• Minimum 7 years’ experience in a similar environment.

• Should be proficient in MS Office.

• Should have knowledge of Ejustice and court processes

• Receive and screen telephone calls and resolve basic queries.

• Manage appointment diaries appropriately including the scheduling and arranging of conferences, meetings and administrative processes, ensuring that the calendars are updated accordingly.

• Arrange travel including scheduling of transport, hotel reservations, check-in and associated administrative tasks.

• Maintain the team’s filing system (opening, closing and archiving of files) and attending to the effective administration of the team's electronic filing system.

• Complete FICA documents when opening files and ensure documents are delivered to the FICA office.

• Proactively assist team with email and diary management.

• Transcribe primarily electronic dictation, including legal documents and pleadings in accordance with the Firm’s house style.

• Proofread and correct prepared materials for grammar, spelling, punctuation, format and syntax.

• Compile non-standard correspondence as required.

• Compose routine letters and memoranda and prepare reports using knowledge of work area instructions and guidelines.

• Allocate incoming correspondence and documents to case file and related materials needed for action.

• Prepare presentations from information and guidelines provided by the fee-earner.

• Maintain calendars for assigned Fee Earner(s) to ensure no scheduling conflicts and monitors court-imposed deadlines.

• Produce legal documents such as pleadings, briefs, opinions, complaints, administrative decisions, orders and subpoenas from verbal or written instructions, dictation, rough draft, or other materials which may be difficult to interpret and/or format.

• Review legal documents to ensure they are in proper format and contain all necessary portions or related documents for court acceptance.

• Manage invoicing, billing and debtor administration process for the team – full management on the AJS system (Reconcile fees, disbursements and payments of files.)

• Assist the fee earners with time recording.

• Print out WIP by Fee Earner and WIP by file owner statements on a monthly basis and liaise with the accounts department when needed.

• Obtain VAT numbers from clients.

• Identify disbursements or other debts, which are not recoverable (bank charges etc. which arise too late for recovery) and arrange for them to be written off with the Fee Earners’ approval.

• Attend to Audit Requests as requested by Fee Earners.

• Attend to Conflict Checks as requested by Fee Earners.

• Follow-up outstanding invoices with client by letter or telephone, fax and email.

• Liaise with accounts department regarding receipt of payments, payment of invoices and trust funds.

• Proficiency with MS Office package including MS Power point, MS excel, OneDrive and the CDH Systems and procedures (AJS, File site, House Style etc.) at an intermediate level.

• Knowledge of Ejustice and court procedures will be an added advantage.

• Excellent typing skills.

• Good verbal and written communication skills.

• Knowledge of basic accounting principles.

• Good telephone and email etiquette.

• Ability to exercise discretion and maintain absolute confidentiality.

• Prioritising and organising skills.

• Knowledge of court rules and procedures.

• Ability to follow complex instructions and/or guidelines as appropriate in the performance of support activities.

• Stress Management and an ability to work under pressure.