Law Firm Operations Officer Job in Nairobi, Kenya

Vacant Position: Operations Officer

Location: Nairobi, Kenya

Industry: Legal

Client: The client is a reputable Business Law Firm based in Kenya

Job Summary: The Operations officer is responsible for making the Managing Partner’s vision a reality.

The Operations officer is expected to:

  • Align with the vision of the Managing Partner. Support and challenge the Managing Partner in leading the business.
  • Ensure excellence in legal services, client care, support services, risk management and regulatory compliance.
  • Lead and oversee the partners, managers and other team members to ensure effective day-to-day operations, the implementation and execution of strategies, compliance with policies and procedures.
  • Develop a coherent support strategy for colleagues, including the provision of coaching and mentoring, to enable them to deliver the plans approved by the Management committee.
  • Drive a culture of performance delivery throughout the firm, with a focus on assuring operational delivery of the firm’s objectives in the time frames agreed and within budget.
  • Help to shape and guide the growth and development of the firm

Duties and Responsibilities:

1. Practice management and strategic planning – Lead the partnership, with the Management committee, in the development and regular reviews of its business strategy and outcomes.

  • Draft and review the strategy and business plans with the Management committee and senior management team.
  • Develop, in collaboration with the Managing Partner and the Financial Officer an annual operating plan that supports the Firm’s long-term operations strategy.
  • Assist the Managing Partner and the Finance Officer in developing and overseeing the long-term business strategies of the Firm.
  • Analyse current and future trends and needs and accurately assesses functional responsibilities competitive strengths and vulnerabilities.
  • Identifies opportunities for new value creation.
  • Keep the Managing Partner fully informed in a timely and candid manner of the conduct of the day-today operations of the Firm towards the achievement of its established goals and of all material deviations from the goals or objectives and policies established by the Management Committee.
  • Set agenda for the Management committee, chair, present items as appropriate with analysis and recommendations, minute, report to partners’ meetings and manage the follow-up.
  • Lead the senior management team across human resources (HR), information technology (IT), operations, business development and marketing, knowledge management (KM), facilities and compliance.
  • Ensure provision of timely and accurate management information to facilitate effective decision making.
  • Facilitate business analysis and benchmarking of the firm’s performance against its peers and competitors.
  • Assist the Managing Partner in overseeing the Firm’s achievement and maintenance of a satisfactory competitive position within its industry.
  • Represent the firm to third parties/suppliers/external stakeholders, e.g. professional societies, banks, insurance underwriters.
  • With respect to operational matters, ensure communications, resolution of issues and project development.
  • Oversee departmental processes and policies.

2. Finance and Accounts – Support the Finance Officer in the financial management and strategy of the firm and ensure its financial security.

  • Develop in collaboration with the Managing Partner and Finance Officer, strategies to meet or exceed revenue, profit, and cash flow commitments of the Firm.
  • Control and manage expenditure and delivering value for money.
  • Develop in collaboration with the finance officer departmental practices and policies through activities such as budgeting, forecasting, measuring performance against budgets.
  • Use key information tools to collect and communicate financial information both within and outside the legal departments.
  • Monitor the actual drivers of the law departments expenses and trends in order to provide recommendations for cost reduction/avoidance along with process improvement.
  • Identify problem areas to enable inhouse counsel/clients make informed decisions during matter management.

3. Risk Management – Ensure effective systems and processes for the identification, control and monitoring of risks are implemented in the areas of strategic, operational and regulatory risk.

  • Document, implement and update risk management systems and policies.
  • Create a culture and environment for risk management to operate effectively throughout the practice.
  • Ensure supervisors understand and act on their responsibility for managing risk on a day-to-day basis and promote risk awareness within their team.
  • Ensure all staff are provided with education and updates and are aware of their responsibilities in the identification, control and reporting of risk at a level appropriate to their role.
  • Oversee client and other third-party complaints.
  • Manage insurance, including health insurance cover, professional indemnity cover and claims.
  • Implement an effective business continuity and disaster recovery planning program.
  • Implement effective health and safety procedures.

4. Regulatory Compliance – Ensure appropriate processes and systems are in place and in operation across all business support functions to achieve regulatory compliance.

  • Ensure that at all times the firm is in compliance with the Law Society of Kenya (LSK) Rules and relevant laws of Kenya.
  • Ensure the firm’s compliance plan is kept up to date and is reviewed at regular intervals.
  • Ensure compliance with the current LSK Code of Conduct, including updates to systems, policies, training and communication.

5. HR and education and development – Oversee the delivery of HR with the support of the Partners and team leaders, including recruitment, performance management, leave management, disciplinary and grievance issues.

  • To free Advocates from operational tasks and allow them to focus on their primary function – meeting the legal needs of the business.
  • Foster a corporate culture that promotes ethical practices, client focus and service and encourages individual integrity.
  • Oversee issues related to recruitment, performance, motivation, promotion, retention, learning and development, absences from work, conflicts and remuneration, including salary review and bonuses.
  • Maintain a positive and ethical work climate that is conducive to attracting, retaining and motivating a diverse group of top-quality employees at all levels.
  • Ensure that there is an effective succession plan in place for the various staff positions and other key executives of the Firm.
  • Assist the Managing Partner in establishing an appropriate organizational structure.
  • Evaluate the performance of partners and senior executives of the Firm. 6. Business development, marketing and public relations –
  • Lead the Marketing and Business Development Manager to ensure and facilitate the delivery of effective business development, marketing and public relations strategies for the firm.

6. Premises and facilities – Undertake strategic decision making and planning relating to any office moves, additional office sites and streamlining and oversee general day-to-day facilities matters. Oversee premises issues.

  • Negotiate and manage supplier contracts and rental and lease agreements.
  • Manage relationships connected with the firm’s premises.

7. IT/management – Oversee the delivery of ICT services with the support of the ICT Consultant, including:

  • Selection, development and maintenance of ICT systems
  • Managing risk, monitoring performance and effectiveness of ICT systems
  • Data security, data storage
  • Delivering efficiencies using ICT
  • Cybersecurity
  • Review user experience, changing patterns of use and requirements.
  • Conduct business needs assessment with cost-benefit analysis of options.
  • Conduct risk assessment of systems, structures and functionality.
  • Be aware of software and hardware products, services and applications in the market.
  • Submit proposals with recommendations to the Management committee.

Key deliverables.

Ensure the firm delivers:

  • the strategic and business plan aims and objectives
  • highly skilled, motivated, loyal and productive members of staff
  • a team of great lawyers
  • increase in revenues and profit
  • managed risk and regulatory compliance
  • operational effectiveness
  • cost efficiencies
  • the seamless implementation of change
  • the realisation of benefits flowing from investments
  • transparency and control of budgets
  • a highly controlled operating environment
  • technological innovation in the delivery of legal services

Qualifications and Experience

  • Degree and/or academic qualifications relevant to the role
  • five – ten years of full-time operations experience leading a diverse group of support functions for a medium – large size organization.
  • Financial management, planning, analysis and reporting capabilities including budgeting and cash flow management
  • Strong general IT infrastructure experience
  • Strong human capital management experience
  • Strong general marketing and business development experience
  • Management and delegation skills necessary to lead, motivate and enable a team of managers and staff.
  • Experience of leading change, growth and ability to balance competing priorities
  • Ability to be self-motivated with a positive attitude and a solid work ethic

To apply, send your CV and cover letter only to before close of business 23rd February 2018.

Clearly indicate the position applied for and expected salary on the subject line.

Business Administration, ICT and Technology
Updated: February 20, 2018 — 10:00 am