Technical Support Senior Specialist JOB

Job Title: Technical Support Senior Specialist 

Sector: Office of Undersecretary 

Department: Legal and Government Affairs 

Direct Manager: Legal Operations Section Head

Role purpose:

Perform a variety of technical and clerical duties in support of the Legal and Government Affairs Department. Perform data entry, document scanning, uploading and case tracking in an electronic records retention system. Conducts data queries and generates reports based on requests received from the Senior Legal Counsels and provide responsible assistance to the Legal technical Support Senior Specialist. 

Key Accountabilities

Legal technical Support:  

• Organize cases by establishing and organizing files, monitoring calendars, meeting deadlines, documenting actions, inputting information into file database and case management software, confirming case status with attorney. 
• Provide administrative support for Legal & Government Affairs department and for other internal sectors/departments.  
• Maintain relationships with relevant internal and external contacts, and work as a point of contact for coordination between Legal & Government Affairs Department and between internal/external parties.  
• Establish a calendar to arrange schedules and meetings with relevant parties and legal counsels, as well as to organize internal and/or external events.  
• Review incoming correspondences and requests and determine their urgency to work with legal counsels accordingly.   
• Liaise with legal counsel to track legal cases and deliverables in order to ensure submitting them in line with established timelines and standards.  
• Proactively provide suggestions to improve overall legal operations and workflow in order to enhance clients’ experiences.  
• Provide required support to manage and track department’s budgets and prepare related reports as per defined timelines and accuracy standards.

Legal Documentation: 

• Review relevant laws and regulations contributing to expand understanding and ensure compliance by DCT’s employees.  
• Conduct research, analysis, reviews and verifications for high volume of legal documents, reports and correspondence, supporting the department to increase its overall efficiency and effectiveness.  
• Produce information and detailed letters, documents and correspondence in line with defined legal requirements, formats and standards.   
• Maintain confidentiality of department’s reports and information, while ensuring that all legal documents and files are continuously protected.  
• Ensure that all produced legal reports and documents are comprehensive and properly formatted in line with established requirements and defined components.    

Database and Information: 

• Maintain filing systems and databases in order to ensure easy access and effective utilization and retrieval of department’s files and reports, when required.  
• Lead indexing and filing legal documents, correspondence and reports; maintain legal binders and manuals. assist with records retention schedule, activities, and documentation. 
• Work as a focal point to access and retrieve required information/data from databases and systems.  

Shared Activity  

• Carry out any other duties and responsibilities related to the role at the request of the direct manager 
• Follow all relevant departmental policies, processes, standard operating procedures, and instructions so that work is carried out in a controlled and consistent manner. 
• Demonstrate compliance to organization’s values and ethics at all times to support the establishment of a value drive culture within the organization. 
• Contribute to the identification of opportunities for continuous improvement and sustainability of systems, processes and practices considering global standards, productivity improvement and cost reduction.

Communication and Business Relationships 

Internal 

• DCT Relevant Sectors / Departments

External 

• Clients, Contacts and Third Parties 

• External Lawyers 

Qualification & Experience

• Bachelor’s degree (Master Preferred) in Law or administration management or any other degree within relevant industry. 

• Professional certification in Law is preferred.
• 3 to 5 years of experience in international law firm or any other experience within similar role or industry 

Key Skills

• Language:   
  • Full professional English proficiency both in speaking and writing.  
  • Arabic bilingual desirable but not mandatory.   

• Skilled in MS Office (PowerPoint, Word and Excel).  

• High level of competency in relevant software applications. 

• Self-motivated with a proven ability to complete work in a timely manner. 

• Ability to quickly integrate with existing business software tools and knowledge of other relevant industry software. 

• Excellent written and verbal communication skills - including appropriate stakeholder alignment. 

• Evidence of creating, implementing, and managing policies and procedures. 

• Ability to multi-task and to prioritize work effectively.  

• Ability to work under own direction and high degree of initiative. 

• Knowledge of preparing court documents procedures. 

• knowledge and understanding of electronic record retention systems, including data entry, document uploads, information queries, and generating reports techniques.