1. Job Summary
We are seeking a diligent and well-organized Legal and Administrative Officer to support our Legal Office in delivering efficient legal and administrative operations within the company. This position is ideal for a proactive individual with a strong interest in legal processes related to land administration, compliance, and contract management. The role may also involve occasional support to other related offices.
2. Key Responsibilities
2.1 Maintain an organized filing system for legal documents and case files
2.2 Type and proofread letters, legal documents, contracts, agreements, and transcripts
2.3 Assist in drafting and amending legal documents, including contracts, addenda, undertakings, and demand letters
2.4 Handle key correspondence with clients and stakeholders
2.5 File applications and documents with institutions including the Ministry of Lands, Provincial Planning Authorities, City Council, and other regulatory bodies overseeing land matters
2.6 Assist in preparing documents for court hearings, arbitration, mediation, and trials and attending in place of senior when delegated.
2.7 Assist with legal opinions, legal research and provide substantive legal support
2.8 Assist in the administration and monitoring of contracts and their compliance
2.9 Support customer, company, and employee adherence to contractual obligations
2.10 Manage indexing of client files for archiving and reference
2.11 Prepare and submit regulatory and government compliance reports
2.12 Perform bulk printing, photocopying, copy-checking, indexing, file preparation, and document binding
2.13 Manage the legal calendar, including tracking of court dates, filing deadlines, and compliance timelines
2.14 Assist with general administrative and logistical tasks as required
3. Key Performance Indicators (KPIs)
3.1 Document Accuracy Rate: Maintain 98% accuracy in all documents prepared and submitted
3.2 On-Time Filing: Ensure 100% of legal and regulatory filings are completed before deadlines
3.3 Calendar Compliance: Maintain 100% accuracy in tracking and updating all legal timelines
3.4 Turnaround Time: Complete assigned administrative and document-related tasks within 1 business day
3.5 Filing System Audit Score: Maintain 90%+ compliance in file organization and indexing audits
3.6 Responsiveness: Acknowledge and act on assignments within 24 hours
3.7 Regulatory Compliance: Zero missed reports or filings with government authorities
3.8 Confidentiality Compliance: Zero breaches in handling of confidential or legal information
4. Qualifications & Skills
4.1 Diploma/Certificate in Law, Business Administration, Office Management, or a related field
4.2 Familiarity with legal terminology, land administration processes, and office procedures
4.3 Proficiency in Microsoft Word and general computer literacy
4.4 Strong organizational and time-management skills
4.5 Excellent attention to detail, accuracy, and discretion with sensitive documents
4.6 Good communication skills, both written and verbal
4.7 Ability to manage workload independently and meet deadlines
5. Work Environment
5.1 This is an on-site position based in Lusaka
5.2 Regular office hours apply, with occasional travel for document filing and delivery of correspondence
