Roles & Responsibilities:
1.Process Management
- Develop, implement, and continuously improve standard operating procedures (SOPs) and workflows for GRC Department operations.
- Map and document end-to-end processes including contract lifecycle, regulatory submissions, licensing renewals, and internal approval workflows.
- Maintain process registers and track adherence to established procedures, identifying gaps and recommending corrective actions.
- Act as the central coordinator for day-to-day operations, ensuring tasks are properly tracked, escalated, and closed on time.
- Support the implementation and administration of the contract management system, including process workflows throughout the contract lifecycle.
2.Documentation & Library Management
- Upkeep the GRC Department's document library, ensuring all documents, templates, precedents, and reference materials are properly organised, version-controlled, and accessible.
- Develop and maintain a structured filing and retrieval system (physical and digital) for contracts, agreements, regulatory filings, licences, and correspondence.
- Ensure all executed contracts and signed documents are accurately stored and indexed within the contract management system.
- Prepare, format, review, and edit documents, correspondence, and memoranda as directed by the GRC team.
- Maintain accurate records of regulatory submissions, registrations, filings, renewals, and amendments across relevant jurisdictions.
- Manage document version control and document lifecycle to ensure currency and compliance of all templates and precedents.
3. Regulatory Compliance & Licencing Administration
- Compile information and assist in preparation of documents for timely regulatory submissions, product registration filings, and compliance filings with relevant authorities and government bodies.
- Track and manage renewal timelines for business licences, permits, and regulatory registrations to ensure no lapses.
- Liaise with external parties including external counsel, notaries, government offices, and translation firms on administrative matters.
- Maintain organised and accurate records of all licencing and regulatory matters.
4. General Support
- Organise and maintain the GRC Department's tracking systems including matter trackers, deadline calendars, and action logs.
- Provide general administrative and operational support across all aspects of work as required by the from time to time.
- Assist with the preparation of presentations, reports, and updates for internal stakeholders.
- Undertake any other duties and ad-hoc projects as assigned. This may also include research and contract review work.
Qualifications & Requirements (Education, Experience, Skills, Knowledge, Etc)
- Diploma or degree qualified.
- Candidates with relevant professional certificates in legal administration, paralegal studies, or document/records management are welcome to apply.
- Prior experience in process documentation or records management is highly advantageous.
- Strong organisational skills with a structured, process-oriented approach to work.
- High degree of accuracy and meticulous attention to detail.
- Good written and verbal communication skills with the ability to draft clear and professional correspondence.
- Proficiency in Microsoft Office Suite.
- Ability to manage multiple tasks and deadlines effectively in a fast-paced environment.
- Proactive, self-motivated, and able to exercise sound judgement and initiative.
- Team player with good interpersonal skills and a collaborative working style.
