Administrative Assistant: Legal - TotalEnergies

Activities

Insurance

• Co-ordinate input from internal parties and liaise with Insurance Brokers to obtain and maintain valid and adequate Insurance covers required for the Company’s businesses and service station operations.
• Act as liaison with Brokers and various departments/3rd parties to ensure effective handling of Insurance claims and prompt settlement of payments due.
• Arrange Travel Insurance and Ecowas Brown Card for Company Staff 
• Liaise with Insurance brokers to keep the Company updated on trends in the insurance market to ensure the Company is fully compliant with legal requirements at all times.

Regulatory

• Processing of applicable Business Operating Permits/licenses/certificates from various regulatory authorities and assemblies. 
• Maintain an updated database on all payments of Business operating permits/licenses and all other licenses to ensure effective tracking and follow-up.
• Maintain an updated database of contacts of Regulatory Authorities

Legal & Company Secretarial Services

• Drafting of Vehicle User Agreement for Light Vehicle Users. 
• Assist in registering Agreements in Court as applicable.
• Acts as a reference point for all Agreements with stations, business partners and other 3rd parties.
• Assist with the organization of the Company’s Board of Directors’ Meetings and Annual General Meetings of Shareholders.
• Assist with the organization of Board Meetings and Annual General Meetings for the Company’s Joint Venture companies(JVs).
• Coordinate annual filing and regular update of the Company’s profile as well as profiles of the Company’s JVs at the Registrar General’s department.  
• Maintain an updated database and profile of Company/Directors. 
• Maintain updated files on cases allocated to External Lawyers.

Administrative Support

• Act as liaison officer between Legal & External Affairs Department and stakeholders (internal& External parties).
• Acts as a reference point to the Treasury Division for payments due from the Company to 3rd parties.
• Process and maintain an updated database on all payments made to 3rd parties. 
• Assist in the preparations for Board/AGM meetings and maintain up to date records on minutes/correspondences.
• Maintain an up to database on Corporate Subscriptions and arrange for payment of fees.
• Organize monthly departmental meetings. 
• Ensue effective organisation of filing cabinets and security of files.
• Participate in all internal/external audit programs as and when.
• Assist the Legal  External Affairs Manager in the day-to-day activities of the Department.

Candidate Profile

The job holder must be computer literate and possess the following qualifications and skills:

• A Good first-degree holder preferably in the Humanities.
• Three (3) years post-qualification working experience in a similar position in a corporate organisation preferrably in the Oil & Gas, or Insurance or Law Firm.
• Must be Familiar with the format of Legal Documents.
• Must be good in the following key skills; telephone etiquette; interpersonal skills; initiative; time management; work organisation; ability to work for extended hours. 
• Must be tactful, loyal, dependable and be well-groomed in appearance.
• Must be confident and be good confidant.

Context & Environment

Ghana is an English-speaking country and a Common-Law jurisdiction.  Its Legal System is made up of local Statutes, the Common Law and principles of Equity of England and Wales.

Statutes of general application of England and Wales up to the year 1876 and the Native or Customary Laws of Ghana.

Within a highly competitive downstream environment, TotalEnergies Marketing Ghana PLC is among the Top 5 oil marketing companies competing mainly against Vivo Energy Ghana PLC and Ghana Oil Company PLC. 

Prices of petroleum products are generally deregulated and under the supervision of the National Petroleum Authority. 

The local currency (the Cedi) is weak and is very rapidly devalued vis-à-vis the convertible currencies.

The Legal Department deals with a lot of confidential, sensitive and critical documents, and as such demands an organized records keeping approach in the filing of such documentations.

The Regulatory environment is quite complex and requires proactivity and strict compliance to avoid unwarranted sanctions and fines.