Compliance and Legal Assistant (DDC until the 31/12/2023)

For our client, we’re looking to onboard their new compliance and legal assistant in their compliance and internal audit department. Mission The mission of the Compliance & Internal Audit departmentis to help our client achieve its strategic goals and run its business by providing objective and independent evaluations to reduce risk and improve operations. The mission of the Legal departmentis to provide legal advice to all functions within thegroup in order to support it’s growth ambitions, prevent and mitigate risk exposure and protect the reputation of the company globally. The Compliance & Legal Assistantis responsible for overseeing various administrative and day-to-day legal and compliance tasks under the supervision of the Chief Compliance Officer and the Chief Legal Officer. Main Accountabilities

• Coordinate KYC requests from clients and due diligence requests of external providers, and check associated documents for completeness in readiness for management review
• Conductmonitoring of the implementation of the company’sBusiness Ethics & Compliance programme: regular reviews of the completeness of compulsory training records, and Annex C completeness in the company Campus database
• Conduct research and prepare source data and documentation on compliance and legal issues for various reports issued to internal Committees
• Maintain the online Compliance Library and Corporate Governance database, ensuring that appropriate documents are organised and uploaded on a regular basis. Liaise with internal clients for completeness of documentation
• Prepare Compliance related activity reports and data for management, the Compliance Committee, and the external auditors as part of the annual verification of the Business Ethics & Compliance Programme
• Update andmaintain the Group Compliance Manual, the Global Insurance Management Policy, other relevant internal policies and procedures, and related documentation and manage the publication of these via the corporate intranet
• Monitor the company’s electronic Compliance Help lines and communicate any reports to the Chief Compliance Officer
• Analyse specific compliance or legal issues and prepare related opinions. Review confidentiality agreements, contracts, clients’ compliance codes and tender documents
• Attend relevant Committees, prepare and circulate agendas, take minutes and maintain records of Committees resolutions; assist with the preparation of board and shareholder meetings, and related documentation
• Assist the Legal department with filings of documents, trademark portfolio management, document execution requests, legalisation/ notary/ apostille requests, issuance of POAs, matter tracking, invoicing and budget management and more generally following-up with corporate or legal matters as requested
• Organise meetings and trainings of the Legal department, assist with the preparation of presentations, internal communications and surveys, handle correspondence if required
• Support the Chief Compliance Officer and Chief Legal Officer on various administrative matters

Performance Indicators

• Efficient and effective performance of assigned tasks
• Good management of, and capacity to improve, administrative processes
• Critical sense
• Responsiveness, lead-time, respect of deadlines
• Right first-time results
• Data quality
• Team integration, positive working relationships
• Customers and stakeholders’ satisfaction

Qualification and Experience

• Ideally degree qualified (Law, Compliance)
• Significant international exposure and cross-cultural agility are a must
• Exposure to demanding services environments
• A team player and open minded professional
• Fluent in French and English (both written and spoken)
• Experience as legal assistant, paralegal or personal assistant is a plus

Competencies

• Drives Results
• Business Insight
• Customer Focus
• Collaborates
• Situational Adaptability

Values

• We Act With PASSION
• We CARE About People
• We Are ACCOUNTABLE
• We COMMUNICATE Openly
• We Make It HAPPEN

Technical Skills

• Attention to detail, reliability, accuracy
• Excellent organisational, prioritisation and anticipation skills
• Excellent sense of service and quality focus
• Excellent communication skills (written - verbal), including discretion and confidentiality
• Strong interpersonal skills, cheerful disposition, empathy, flexibility, ability to deal and interface with wide range of people across multiple regions / cultures
• Good computer literacy (MS Office - Excel, PowerPoint, Word)