Job Vacancies at Legal Aid South Africa

KEY OUTPUTS

• To provide administrative and secretarial support to the High Court Unit in accordance with Legal Aid SA policies, procedures and standards.
• Carry out the High Court Unit administrative function effectively.
• Provide efficient secretarial support to the High Court Unit.
• Obtain, source, type, proofread, make copies and distribute according to instructions received.
• Co-ordinate and monitor all High Court Unit administrative matters.
• Participate and provide support to implement an effective filing and diary system to ensure that the High Court Unit addresses matters on behalf of clients and the availability of High Court practitioners.
• Assist legal practitioners with all ancillary matters to the preparation and presentation of cases.
• Develop and maintain a system to ensure that receipt of documents emanating from other units and/or offices are acknowledged.
• Develop a system to ensure that documents received from High Court staff, Correctional Centres, legal practitioners, the DPP and others are received and distributed to the relevant High Court practitioner, timeously.
• Develop a system to record sensitive documents and to ensure same day distribution of these documents.
• Gather required information and arrange for consultative interviews.
• Assist with the completion of routine forms for legal practitioners and ensure that they are submitted for approval.
• Maintain and update meeting schedules.
• Maintain record keeping and filing system.
• Ensure that reports and documentation are timeously sent/delivered to the relevant people.
• Ensure that physical assets are reconciled to each individual office list at the Local Office on a monthly basis.
• Maintenance and issuing of stationery in accordance with relevant Legal Aid SA procedures.
• Maintain attendance registers in accordance with the Legal Aid SA HR Policy.
• Maintain a register of mail items and court documents sent by Docex and track their delivery.
• Maintain a register of documents sent to High Court staff, Correctional Centres, legal practitioners, the DPP and others.
• Maintain list with regular fax numbers and double check with customers to determine full instructions for handling of faxes with full adherence to customer instructions.
• Attend to photocopying and binding of documents as required.
• Attend to proper allocation of duplication/stationery costs as per Legal Aid SA policies/procedures.
• Assist with the updating of any webpages designed to capture information for the High Court Unit.
• Keep handy the complete list of all relevant contact numbers for office personnel and major customer/role players at all times.
• Assist in the management of Judicare files and instructions to practitioners as well as providing briefs in matters allocated to them.
• Assist in the sourcing of Judicare progress reports and updating the relevant webpage.
• Assist in the processing of Judicare accounts for payment including payment tracking and attending to Judicare practitioner payment queries.
• Assist in travel and accommodation procurement for High Court and Judicare practitioners attending to Circuit Courts.
• Adhere to proper telephone etiquette and accurate taking and conveying of messages at all times.

COMPETENCIES (SKILLS, KNOWLEDGE AND ATTRIBUTES) REQUIRED              

• National Senior/Matric certificate with a Secretarial Diploma.
• Minimum of three (3) years of practical secretarial experience within a complex organisation.
• Experience in legal practice is necessary, as well as a high level of proficiency in using MS Office programmes.
• Experience that would assist the incumbent in driving a service excellence mindset and building relationships between the Chief Legal Executive and other Executives.
• Project management skills would be advantageous.
• Knowledge of the core secretarial function and how to implement within the High Court Unit.
• Functional ability in the utilisation of electronic secretarial systems and technologies.
• Able to effectively liaise with Judicare practitioners and High Court personnel in order to tend to queries.
• Able to adapt and grasp the functioning of the Local Division of the High Court and to provide support to practitioners within the High Court Unit through this understanding.
• Excellent analytical and organisational skills, business acumen and the ability to deal with ambiguity and meet demanding deadlines and manage projects.
• Consulting skills and a collaborative style is necessary for this position. Basic financial and people skills are necessary.
• Service excellence imperative.
• Multi-level and diverse stakeholders.
• Complexity in co-ordinating across organisational levels.

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KEY OUTPUTS

• Assist the Payroll Manager to provide effective and efficient payroll administration and ensure that all employees receive correct compensation.
• Supervise the payroll process to ensure accurate and efficient output.
• Supervise and administer payments of salaries and all third-party payments.
• Supervise the provision of all relevant information for the purpose of preparing payroll related general ledger reconciliations on a monthly basis.
• Prepare and reconcile all statutory payroll reports.
• Supervise the reconciling and submission of tax certificates.
• Interface with Human Resources administration regarding the processing of all garnishee orders and stop orders.
• Interface with Human Resources administration regarding the processing of all deductions in payroll.
• Maintain all payroll records, reports, computations and audits, working closely with internal and external auditors to ensure compliance with relevant tax laws, Government regulations and internal policies.
• Work closely with MIS on developing payroll applications that ensure internal controls and facilitate the implementation and maintenance of payroll and Human Resources master data.
• Assist the SAP Project Manager and Payroll Manager with all payroll UATs.
• Supervise payroll staff and provide ongoing assistance to the organisation’s employees in all payroll matters.

COMPETENCIES (SKILLS, KNOWLEDGE AND ATTRIBUTES) REQUIRED              

• National Senior/Matric certificate with a recognised tertiary qualification in Finance or Human Resources.
• More than five (5) years of relevant work experience with minimum one (1) year experience at supervisory level, plus two (2) years of SAP experience in payroll and Human Resources modules.
• In-depth knowledge of the SAP Payroll System and how to implement and leverage these within a matrix business environment:
• Working knowledge of the PFMA, National Treasury Regulations, Legal Aid SA Act and all other relevant employment statutes,
• Functional ability in the utilisation of electronic systems and technologies.
• Immense attention to detail when verifying and reconciling all input processing.
• Able to create functional integration within the Finance Department, National Office Departments and Local Offices.
• Able to partner with Senior Management to support the achievement of strategic objectives through effective support administrative processes.
• Experience that would assist the incumbent in driving a service excellence mindset and building relationships within the organisation as a whole.
• A sophisticated collaborative style is advantageous.
• Project management experience is necessary however not essential.
• Networking with relevant Local Offices, Provincial Offices and within the organisation as a whole.
• Excellent analytical, organisation, management and leadership skills, business acumen and the ability to deal with ambiguity and meet demanding deadlines.
• Financial and Human Resource management skills to manage the payroll function within Legal Aid SA.
• Service excellence imperative.
• Multi-level and diverse stakeholders.
• Complexity in co-ordinating across organisational levels.

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KEY OUTPUTS

• Manage the local office processes in respect of finance, human resources, communications and legal administration within a matrix environment.
• Manage administrative functions from a compliance and operational effectiveness approach.
• Management of the local office Manual and Standard Operating Procedures (SOPs) for the local office and advise on application.
• Ensure the implementation of new/revised Policies and Procedures and monitor adherence thereof.
• Together with the management team, identify risks facing the office and ensure effective mitigation against such risks.
• Management oversight of Business Intelligence (BI) reports to accurately reflect the status of strategy implementation.
• Management and monitoring of local office contracts to ensure compliance and value for money.
• Management and monitoring of the correct use of petty cash.
• Management of infrastructure and fixed assets.
• Manage procurement and payments (sourcing quotes from suppliers, processing of invoices, orders, et cetera).
• Management of over and under expenditure to ensure budgetary control.
• Efficient vehicle and fleet management.
• Manage a diverse team to ensure efficiencies and accountability.

COMPETENCIES (SKILLS, KNOWLEDGE & ATTRIBUTES) REQUIRED                    

• National Senior/Matric certificate, plus three (3) year Financial Management/Accounting tertiary qualification (NQF 6/National Diploma).
• A Supply Chain Management qualification will be advantageous.
• A valid driver’s licence.
• Five (5) years of administrative experience.
• Two (2) years of relevant management experience.
• Supply Chain Management experience.
• Understanding and application of basic computer software packages.
• Ability to develop and implement operational plans.
• Leadership and problem-solving skills.
• Resource and risk management.
• Business writing and project management skills.
• Ability to compile and interpret reports and statistics.
• Knowledge of the core administration, human resources, communication and financial disciplines and how to implement and leverage these within a matrix business environment, for example: working knowledge of the Constitution, Public Finance Management Act (PFMA), National Treasury Regulations, Legal Aid SA Act and other relevant Statutes.
• Working knowledge of all employment-related Acts and functional ability in utilisation of electronic systems and technologies.

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KEY OUTPUTS

• Interpret, specify and provide solutions to business and information needs in respect of system development.
• Produce functional and/or technical specifications based on determined user needs.
• Use industry standard techniques and methodologies in acquiring client requirements.
• Ensure all functional/technical/programme testing is carried out and a log of test results is maintained, in accordance with the IS Software Change Management Policy.
• Obtain sign-off from clients according to functional/technical specifications.
• Monitor, track and report on project progress.
• Liaise with various administrators to coordinate the tracking of incidents and change requests.
• Manage own development and efficiency in the IS environment.
• Provide 2nd line Application Support.
• Expected to work extended hours when the need arises.

COMPETENCIES (SKILLS, KNOWLEDGE & ATTRIBUTES) REQUIRED

• National Senior/Matric certificate, plus a three (3) year Computer tertiary qualification.
• Minimum of four (4) years of relevant working experience in an Information Technology (IT) field.
• Three (3) years or more in Microsoft.NET C# (ASP.NET, MVC, WCF, Windows Forms, et cetera).
• Three (3) years or more in Design and Develop K2 workflows, SmartForms, Views and Smart Objects.
• Three (3) years or more experience in K2 Migration and Deployment Wizard.
• Two (2) years or more in SharePoint Development (SharePoint 2013 or higher).
• Two (2) years or more in Microsoft SQL 2014 or higher.
• In-depth knowledge of systems programming and business processes.
• K2 BlackPearl or K2 Five certification.
• Experience integrating with SAP using K2 Connect a plus.
• Experience with Agile or Agile-based development methodologies is preferred.
• Ability to create and implement innovative solutions.
• Ability to work collaboratively and negotiate effectively for problem resolution.
• Highly motivated and dependable.
• Ability to work independently with minimal inputs/supervision.
• Ability to transfer skills.
• Effective working relationship with the IS team.
• Excellent analytical skills, business acumen, the ability to deal with ambiguity, meet demanding deadlines and manage projects.