KEY RESPONSIBILITIES AND AUTHORITIES• Administrative checking: Check the number of hard copies of contracts, the content of the contract, BAP, BOQ (if any) after getting executed from external consultants.
JOB SUMMARYTo contribute to the sustainable development of the corporation in Vietnam, the Legal Admin will be in charge of all administrative and secretary perspectives of Vietnam legal team.
• Execution Arrangement and Post Execution Procedures:
- Check the original copy together with approval system for the execution.
- Send/ Receive documents from external consultant/ third parties.
- Get documents/ contracts signed (seal and signature) by authorized representative/ legal representative).
- Record on Listed Tracking Documents with external consultants.- Book FedEx to courier hard copies to signing parties.
• Contract Filing and Storage:
- Obtain and keep track of all mandatory licenses, permits for operating in Vietnam as assigned by Senior Legal Counsel/ Legal Director.
- Deliver hard copies to End User.
- Record handover minutes from external consultants, update status of contracts for tracking purpose.
- Record tracking number on file Tracking list.
• Company Document Record and Storage:
- Storage of hard copies of charter, meeting minutes, POA,...
- Translate documents from Vietnamese to English and vice versa.
- Updating of soft copy in Database/ tracking list (Legal Server).
- Notarization/certification of documents and storage of the notarized copy or couriering them to the requester (if any).
• Company Licenses filing, tracking and storage:
- Storage of hard copies in office.- Storage of soft copy in Database (Legal Server).
• Company stamp administration: Manage the usage and storage of TTI companies’ chops in Vietnam.
• Monthly Report: Prepare Monthly report for VN team.
• Legal team&039;s secretary works:
- Order stationery: Check and register to buy stationery for team.
- Prepare presentation slides for VN Legal team (if needed).
- Submit payment documents for meals, legal services, notary fees, tokens, and other services used by the legal team.
- Check related bill’s information, prepare forms, obtain approvals and submit for Legal team’s contracts and internal payments.
- Prepare business trip (BTAA, air ticket, booking hotel, BTEE, etc.).
• Other tasks as assigned by the Senior Legal Counsel/ Legal Director.
