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Legal Operations Manager
Purpose:
The Legal Operations Manager shall manage and oversee the operations of the Legal Department processes and ensure consistent standards and delivery of reputable legal services to the Organization by providing quality team leadership, monitoring risks, ensuring compliance and continuous adherence to legal processes across the Group.
With a focus on continuous improvement, the Legal Operations Manager shall be responsible for tracking key performance indicators (KPIs) for the Legal Department, drive innovation with tools like Power BI, and lead change management efforts to enhance operations and ensure compliance across the Group. This role requires strong leadership and a forward-thinking approach to foster a culture of excellence and innovation.
Key Responsibilities
1. Team Management & Leadership:
- Receive, inspect, and store incoming parts, ensuring accurate documentation.
- Review the legal strategy periodically to ensure that the Legal Department’s objectives are aligned with the overall organization strategy.
- Provide clear guidance, project plans, and performance feedback to team members while promoting collaboration and efficient workflows across departments.
- Establish and monitor team performance metrics to ensure alignment with organizational
objectives, drive continuous improvement and ensure services offered by the Legal Team are of high
standard and add value to the business. - Cultivate an inclusive team culture that recognizes achievements, fosters motivation and values
innovation, engagement, respect, reward and personal growth within the Legal Department.
2. Advisory:
- Review the legal strategy periodically to ensure that the Legal Department’s objectives are aligned
with the overall organization strategy. - Provide legal guidance to internal stakeholders on a range of legal matters including contract review,
regulatory interpretation and potential legal risks - Research emerging and unique legal issues, applicable statutes, judicial decisions, and codes
impacting the Group’s business and formulate changes to policies, procedures and processes to
address as required. - Protection of Business Intellectual property through registration of all business-critical brand and
trade names and other IPR.
3. Contract Management:
- Ensure consistency in the implementation of the document management processes to achieve the
desired positive end-result in empowering business interests. - Protecting the business by taking the lead in the drafting, review, negotiation and execution of all legal
documents and ensuring legal agreements and contracts are of exceptional quality, contain standard
protection clauses and properly completed and executed. - Advise management on contract status, legal risks and business terms of various deals.
- Reviewing enactments developments and amendments to the law and ensuring compliance by the
Company. - Review contracts and business relationships and ensure compliance by the Company of agreed
terms.
4. Compliance Management:
- Develop an annual framework for ensuring legal and regulatory compliance across the Group.
- Actively track and analyze changes to the regulatory environment including relevant laws, regulations and industry standards to identify potential compliance risks and update company policies accordingly.
- Develop and oversee the implementation of effective compliance management strategies to ensure integration of the Organization’s Compliance Management Program into the Organization’s culture.
- Conduct regular compliance audits and assessments to evaluate adherence to policies and identify
areas for improvement including document reviews and data analysis. - Collaborate with internal stakeholders to ensure compliance is integrated into daily operations and
communicate key compliance updates to EXCO and the Board. - Develop and implement training programs on legal and compliance requirements including relevant
policies and procedures, emerging trends and ethical conduct expectations. - Undertake continuous risk assessments and create programs to mitigate identified risks with regular
reports to the CLPO and the Board on overall impact and effectiveness. - Manage Litigation – formulate and ensure implementation of legal strategy for litigation faced by the
Organization.
5. Board meetings:
- Facilitating the smooth operation of the company’s formal decision making and reporting machinery
- Organizing board and shareholder meetings.
- Formulating meeting agendas with the CLPO and advising stakeholders on expectations and
memoranda, presentations and reports for meetings. - Collating, organizing and distributing information, documents or other papers required for board
meetings. - Ensuring minutes of meeting and minute books are maintained by the respective Company
Secretaries with certified copies of the minutes. - Preparation of action items from board meetings and working with stakeholders to ensure
completion of required actions.
6. General Meetings:
- Ensuring that annual general meetings are held in accordance with the requirements of the Companies
Act and the Company’s Articles of Association; obtaining and circulating shareholder packs for meetings
to shareholders; preparing notices of meetings and distributing proxy forms for circulation by Company
Secretary. Ensuring that proxy forms are correctly processed and that the voting is carried out
accurately; coordinating the administration and minuting of meetings.
7. Stakeholder Management:
- Develop and maintain a proper feedback system for internal and external customers to monitor and
evaluate the effectiveness of legal services, - Serve as the primary contact person for external counsel and legal vendors, fostering strong
partnerships and ensuring alignment on performance expectations and deliverables. - Establish and monitor performance indicators for external counsel, leveraging data-driven insights to
assess effectiveness and drive improvements. - Identify opportunities for cost savings through benchmarking, departmental spend analysis, and
implementation of innovative external counsel management strategies and prepare clear, actionable
reports to the CLPO to improve cost efficiencies. - Ensure compliance with corporate policies and guidelines in all external counsel and legal vendors-
related activities. - Establish working contacts with legal service providers, regulatory and governmental bodies such as
Business Registration Service, Lands Ministry, Competition Authority, Communication Authority,
County Governments, NTSA, Kenya Police Service.
8. Legal Reporting:
- Leverage on emerging technologies and Power BI tools to drive continuous improvement to
operational legal processes and enhance efficiency in service delivery. - Manage the Company’s contracts, real estate, group and subsidiaries portfolios and ensure accuracy
in maintenance and storage of the Department’s documents – hard and online filing systems. - Responsible for the preparation of monthly reports to the CLPO on status of key projects, material
litigation, compliance and risk management, trainings and development and the successful delivery
of these in line with the overall legal.
9. Process Optimization & Workflow Automation:
- Ensure effective delivery of legal services across the Group
- Identify and implement opportunities for workflow automation and process improvements to enhance
legal service delivery, reduce manual tasks, and improve overall efficiency. - Conduct workload and process analyses to identify inefficiencies, align resources with high value,
strategic activities, and improve team productivity. - Develop and monitor key performance indicators (KPIs) to assess the impact of process
improvements and automation initiatives, ensuring continuous optimization. - Champion a culture of operational excellence by fostering innovation and encouraging the adoption
of best practices in legal operations. - Leverage on emerging technologies to implement self-service tools and other scalable solutions to
empower internal clients, improve response times, and reduce dependency on legal staff for routine
inquiries.
10. Knowledge and Documents Management:
- Lead the development and maintenance of Knowledge Management (KM) systems to ensure
effective document management, centralized resources, and easy accessibility of legal documents
for the Legal team and internal stakeholders. - Design and execute a comprehensive internal communication strategy to align the Legal team on
priorities, initiatives, and updates, fostering transparency and collaboration. - Promote best practices for knowledge sharing, ensuring that key institutional knowledge is captured,
organized, and readily available to support decision-making and operational efficiency.
11. Any other duties as assigned by immediate supervisor.
