JOB SUMMARY

The purpose of this position is to assist in maintaining and securing legal records/documents primarily for the land acquired by SSGC. The position is also responsible for the safe storage of the company’s property records at regional offices, administrative units, and other buildings and structures.

JOB RESPONSIBILITIES

1. Assist in updating the master list of all files and records with the latest details.
Update the master list of new additions or revisions.
2. Maintain copies of documents (drawings and Right of Way details) received from Planning and Development (P&D) are maintained as part of the Land Department’s record.
Update the drawings and record when required. Make the latest/revised copies of drawings and other relevant documents to the survey teams. Ensure that obsolete P & D drawings and documents are withdrawn from the field offices/survey teams. 
3. Assist in maintaining the real estate related documentation record up-to-date.
Ensure safe storage conditions for the real estate documents including records of lease and mutation documents of SSGC’s owned properties. 
4. Keep the payment vouchers record related to the land owners both in hard copy and computerized form.
Maintain copies of the agreements with the land owners who have been compensated by SSGC.
5. Assist in the automation of the land record.
Provide inputs and recommendations to the IT department for improvement in the working and functionalities of the computerized land records system.
6. Assist in making periodic backups/copies of the legal documents both in hard copy and soft copy formats at another location or SSGC building.
Ensure effective business continuity/disaster recovery measures in case of any natural disaster in the form of flood, fire, earthquake, or any act of terrorism that may affect the main building and destroy the original land record.
7. Comply with the risk management framework.
8. Participate actively in risk management activities across the organization.
9. Ensure that key risks are identified, reported, recorded, and managed in a timely manner.
10. Receive appropriate training in risk management.
11. Undertake any other task as assigned by the management.