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

• Maintain an organized filing system for legal documents and case files
• Type and proofread letters, legal documents, contracts, agreements, and transcripts
• Assist in drafting and amending legal documents, including contracts, addenda, undertakings, and demand letters
• Handle key correspondence with clients and stakeholders
• File applications and documents with institutions including the Ministry of Lands, Provincial Planning Authorities, City Council, and other regulatory bodies overseeing land matters
• Assist in preparing documents for court hearings, arbitration, mediation, and trials and attending in place of senior when delegated.
• Assist with legal opinions, legal research and provide substantive legal support
• Assist in the administration and monitoring of contracts and their compliance
• Support customer, company, and employee adherence to contractual obligations
• Manage indexing of client files for archiving and reference
• Prepare and submit regulatory and government compliance reports
• Perform bulk printing, photocopying, copy-checking, indexing, file preparation, and document binding
• Manage the legal calendar, including tracking of court dates, filing deadlines, and compliance timelines
• Assist with general administrative and logistical tasks as required

3. Key Performance Indicators (KPIs)

• Document Accuracy Rate: Maintain 98% accuracy in all documents prepared and submitted
• On-Time Filing: Ensure 100% of legal and regulatory filings are completed before deadlines
• Calendar Compliance: Maintain 100% accuracy in tracking and updating all legal timelines
• Turnaround Time: Complete assigned administrative and document-related tasks within 1 business day
• Filing System Audit Score: Maintain 90%+ compliance in file organization and indexing audits
• Responsiveness: Acknowledge and act on assignments within 24 hours
• Regulatory Compliance: Zero missed reports or filings with government authorities
• Confidentiality Compliance: Zero breaches in handling of confidential or legal information

4. Qualifications & Skills

• Diploma/Certificate in Law, Business Administration, Office Management, or a related field
• Familiarity with legal terminology, land administration processes, and office procedures
• Proficiency in Microsoft Word and general computer literacy
• Strong organizational and time-management skills
• Excellent attention to detail, accuracy, and discretion with sensitive documents
• Good communication skills, both written and verbal
• Ability to manage workload independently and meet deadlines

5. Work Environment

• This is an on-site position based in Lusaka
• Regular office hours apply, with occasional travel for document filing and delivery of correspondence

• Maintain an organized filing system for legal documents and case files
• Type and proofread letters, legal documents, contracts, agreements, and transcripts
• Assist in drafting and amending legal documents, including contracts, addenda, undertakings, and demand letters
• Handle key correspondence with clients and stakeholders
• File applications and documents with institutions including the Ministry of Lands, Provincial Planning Authorities, City Council, and other regulatory bodies overseeing land matters
• Assist in preparing documents for court hearings, arbitration, mediation, and trials and attending in place of senior when delegated.
• Assist with legal opinions, legal research and provide substantive legal support
• Assist in the administration and monitoring of contracts and their compliance
• Support customer, company, and employee adherence to contractual obligations
• Manage indexing of client files for archiving and reference
• Prepare and submit regulatory and government compliance reports
• Perform bulk printing, photocopying, copy-checking, indexing, file preparation, and document binding
• Manage the legal calendar, including tracking of court dates, filing deadlines, and compliance timelines
• Assist with general administrative and logistical tasks as required

• Familiarity with legal terminology, land administration processes, and office procedures
• Proficiency in Microsoft Word and general computer literacy
• Strong organizational and time-management skills
• Excellent attention to detail, accuracy, and discretion with sensitive documents
• Good communication skills, both written and verbal
• Ability to manage workload independently and meet deadlines

• Diploma/Certificate in Law, Business Administration, Office Management, or a related field