Conflicts Coordinator

4 weeks ago

Johannesburg, South Africa Hogan Lovells Full time

Keen to become part of a truly global, collaborative team of professionals? Your journey begins here.

Purpose

To assist the Engagement/Contract Review team (EL team) with coordinating and assigning review of outside counsel guidelines, engagement letters, billing agreements and other forms of client arrangements, including questionnaires, to team members. The Conflicts Client Engagement Coordinator will also be responsible for responding to EL inquiries, facilitating workflow efficiency and will work closely with senior management of the New Business Conflicts and Compliance department, to include the Conflicts Client Engagement Manager, Supervisor, General Counsel’s office, Legal Ethics committee, firm attorneys and other levels of firm administration to facilitate review of client engagement terms, as well as the general resolution of related conflicts of interest.

Key Accountabilities of the Performance Area
- Assist the team consisting of a Client Engagement Manager, Client Engagement Supervisor, Client Engagement Attorneys, Client Engagement Specialists and Client Information Specialists to identify, assign out work and facilitate review of client engagement terms and client questionnaires, as necessitated by the firm’s global strategy and objectives.
- Assist Manager and Supervisor with coordinating and assignment of work for the team.
- Assist Manager and Supervisor with monitoring the progress of client engagement terms received from Hogan Lovell's global offices.
- Monitor designated mailboxes to ensure queries are prioritized.
- Consult members of the General Counsel’s office as necessary, to identify and develop a strategy for resolving issues client engagement terms.
- Assist the team with review of client engagement terms and Intapp Forms at EL team approval stage.
- Coordinate the receipt and documentation of client waivers and/or consents for resolutions to identified conflicts of interest.
- Attend global team meetings, some of which fall outside of core working hours.
- Contribute to discussions, meetings, providing feedback and take initiative in all aspects of the role.
- Assist in the oversight and maintenance of repository for historical client engagement and billing terms
- Holiday and occasional weekend monitoring of the Conflicts mailbox, assign out NBI forms, monitor Wiki and fulling the role of an NBI Analyst as and when needed, including assisting Analysts with research and analysis of conflicts checks.
- Holiday and occasional weekend monitoring of Conflicts Final Review and sending checks to the Ethics Committee as and when required.

People Supervision
- Assist with conducting conflicts training inductions for new / current staff, as and when required.
- Assist with training of staff, including Client Engagement Specialists and Client Information Specialists on Terms and IManage database and act as mentor as and when needed.
- Assist the Manager and Supervisor with coordinating assignments and monitoring the progress of reviews and stakeholders are updated at all times.
- Assist the Manager and Supervisor to ensure assignments are completed within the departments SLA timeframe and updating stakeholders.

Additional Responsibilities
- Assist with or lead other projects as may be assigned.

QUALIFICATIONS

Title: Grade 12 or equivalent

NQF Level: 4

Importance: Essential

Legal Qualification or equivalent tertiary qualification

7/8

Preferred

MENTAL & ENVIRONMENTAL / LEGAL REQUIREMENTS
- Must be able to handle pressure, setbacks and a high level of stress.
- Must be able to work to deadlines
- Must have clear credit and criminal records
- Ability to support conflicts clearance function partially or in full outside of office hours where required.

EXPERIENCE

Education and Experience: Legal conflict of interest research

Involvement: Operational

Period (Year(s): 2-3

Importance: Required

Education and Experience: Legal background

Involvement: Operational

Period (Year(s): 5

Importance: Preferred

Education and Experience: Database research experience

Involvement: Operational

Period (Year(s): 5

Importance: Preferred

KNOWLEDGE & SKILLS AND COMPETENCIES

System Skills: 3E Conflicts Database, Microsoft Office

Importance: Intermediate - Advanced

Knowledge and Skills
- Knowledge of a centralised/ shared services environment
- Excellent oral and written communication skills
- Strong organisational, administrative and time management skills
- Commercial awareness
- Ability to address queries confidently with stakeholders at all levels
- Ability to anticipate and solve procedural challenges
- High attention to detail

Behavioral competencies
- Ability to handle queries efficiently with diplomacy and tact
- Ability to follow instructions precisely
- Adapting and responding to change
- Strong work ethic with an inherent sense of urgency
- Delivering results and meeting business expectations
- Working with others
- Delivering through others

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