UNIVERSITY OF THE GAMBIA
Job Description (JD)
| Job Title: | Secretary/Clerk to the Legal Unit | ||
| Grade: | 5.1 | Monthly salary including allowances: | D11, 000 to D12, 000 per month |
| Contract Type: | Temporary/Contract | ||
| Reporting to: | Head of the Legal Unit | ||
The Organisation
Established in 1999, the University of The Gambia (UTG) is a growing and dynamic university committed to supporting the socio-economic and environmental transformation of The Gambia and the sub-region through relevant and high-quality education to respond to the Gambia’s National Development Agenda, the African Union Agenda 2063 and the United Nations Sustainable Development Goals (SDGs) 2030.
UTG offers a wide range of undergraduate and postgraduate programmes including doctorate programmes in key areas central to the national, regional, and continental development needs of Africa. With campuses in Banjul, Kanifing, Brikama, Faraba and Farafenni, UTG provides access to higher education to about 7,000 students, including international students every year.
ABOUT THE LEGAL UNIT
The Legal Unit is a newly created entity in the Office of the Vice Chancellor to respond to the rapidly evolving needs of the university. The Head of Unit, assisted by support staff, is answerable to the Vice-Chancellor. The functions includes giving legal advice or opinion to any constituent of the University as required by the Vice Chancellor and draft legal documents, comprising but not limited to legal correspondences, agreements, Memorandum of Understanding, conveyances, etc. The Unit also represents the University in legal proceedings and collaborates with external legal counsel as needed
Job Overview
The Secretary/Clerk to the Legal Unit is responsible for providing comprehensive secretarial and clerical support to the Unit. This role involves organizing office operations, handling administrative tasks, and supporting legal documentation processes. The Secretary/Clerk will assist the Head of Unit in carrying out the functions of the Legal Unit as outlined in its Terms of Reference, and will be required to prioritize tasks and manage multiple responsibilities under tight deadlines.
Key Responsibilities
- Draft and prepare official correspondence and internal memoranda on legal and regulatory matters affecting the University.
- Record, organize, and maintain accurate documentation on legal issues, university policies, and case files.
- Take and transcribe minutes during legal or compliance-related meetings and ensure timely circulation.
- Assist in the preparation and formatting of contracts, MOUs, service agreements, and legal notices involving the University.
- Proofread and review legal and administrative documents for accuracy, clarity, and consistency.
- Maintain a secure and well-organized filing system (physical and electronic) for confidential university legal documents.
- Schedule appointments, meetings, and deadlines for the Legal Adviser and coordinate with other university units as needed.
- Dispatch legal documents and correspondence to external institutions, government bodies, or regulatory agencies as required.
- Support the Legal Adviser in preparing documentation for university or committee meetings related to legal matters.
- Liaise with other departments, faculties, and administrative units to collect and deliver legal documentation.
- Monitor deadlines for compliance filings, contract renewals, and policy updates, and provide timely reminders.
- Support in organizing training or sensitization sessions related to legal compliance and university policy awareness.
- Perform any other duties assigned by the Legal Adviser in support of the Legal Unit’s mandate.
Person Specification: Qualification and Experience
| Description | Essential | Desirable | |
| Qualifications | High School Diploma certificate at least five credits. | ||
| Knowledge, experience, and expertise | Prior work experience in a legal or administrative office | ✔ | ✔ |
| Ability to organize documents and maintain a structured office environment | ✔ | ||
| Ability to work under pressure and meet deadlines | ✔ | ||
| Strong proficiency in computer use, internet research, and word processing | ✔ | ||
| Skills and values | Excellent written and oral communication skills | ✔ | |
| Strong interpersonal and presentation skills | ✔ | ||
| Effective time management skills | ✔ | ||
| Ability to work independently and collaboratively | ✔ | ||
| Capable of working with minimal supervision | ✔ | ||
| Self-motivated and dependable. | ✔ | ||
| Willingness to take on shared responsibilities and act collegially |