The Legal Coordinator reports to the Director of Legal Services. The incumbent provides first-level management of the legal operations in the Legal Services team, with particular emphasis on supporting the lawyers, monitoring and coordinating the flow of legal information and workload, conducting basic research including through the use of legal databases, and responding to the needs of internal clients by liaising with Centre-wide groups in Head Office and Regional Offices. As well, the incumbent assists in the application of the Access to Information and Privacy Acts, the provision of ATIP services, and various other activities relating to the management, release and disclosure of sensitive information under the control of IDRC. Also, administering the budget for costs related to Legal services is also a key responsibility.
Primary Duties or Responsibilities
Legal Support Services
The incumbent provides support to the IDRC's legal team (i.e. two lawyers) including research, to ensure that all issues are handled efficiently, while respecting the highly confidential nature of many issues.
a) Legal Operations and Coordination
- Performs research including through the use of legal databases, collects and reviews information and makes recommendations.
- Develops systems and procedures for administering and tracking legal undertakings, coordinates and consolidates the legal information in order to meet deadlines.
- Collaborates with the Secretary and General Counsel to ensure that all legal issues are handled efficiently, while respecting the highly confidential nature of many issues.
- Monitors the legal file status to ensure appropriate follow-up actions.
- Monitors the flow of legal information and responds to the needs of internal clients by liaising with Centre-wide groups in Head Office and Regional Offices.
- Prepares various legal agreements and forms required for signature, drafts correspondence, and various other documents.
- Acts as a contact point for all Ottawa and regional administrative enquiries on legal issues and directs to appropriate legal counsel for action.
- Liaises with external legal counsel or clients on documentation and administrative or confidential personnel matters as well as on various lawsuit issues.
- Monitors legislation and keeps the legal team counsel abreast of the evolution of pertinent bills.
- Maintains all legal files (electronic and paper copy).
- Participates in various projects and initiatives.
b) Corporate Documents
Coordinates and ensures the proper approvals of the legal status of IDRC recipients:
- Performs initial review of documentation provided for legal status of institutions.
- Researches various laws in corresponding countries.
- Recommends approval.
- Communicates the decision to the appropriate GAD staff.
- Develops and maintains the global list of approved legal entities.
- Participates in the development of the GAD procedures pertaining to corporate documents.
- Performs verification against database information from GAD to ensure the information is accurate.
c) Administrative and Office Support
The incumbent provides administrative and office support to counsel including other responsibilities:
- Making travel arrangements
- Contributing to the annual financial planning cycle for OSGC.
- Delegated financial authority for procurement.
- Processing invoices for payment
- Maintaining calendars and scheduling meetings
- Drafting team meeting agendas
- Coordinating translation requests
- Preparing and updating various committee binders
- Maintaining and updating legal manuals and periodicals
- Managing issues on behalf of the Secretary and General Counsel, screening and drafting correspondence and other documentation.
d) Litigation Reports
- Requests updates from lawyers and regional offices
- Compiles reports for the Secretary and General Counsel's review
- Submits the information to Corporate Services
- Manages the Office of the Secretary and General Counsel’s budget in excess of $1.5 million.
- Prepares the annual budget submission by monitoring expenditure rates, analyzing trends and levels, foreseeing budget problems and advising the Director of Legal Services of impending problems or discrepancies. If required, prepares the Request for Additional Funding on behalf of the Director of Legal Services.
- Reviews monthly budget reports and assesses and makes appropriate recommendations to the Director of Legal Services on expenditure levels and trends, and other related financial issues based on analysis of previous yearly trends and expenditures.
Access to Information and Privacy
The incumbent assist with the application of the Access to Information and Privacy Acts, the provision of ATIP services, and various other activities relating to the management, release and disclosure of sensitive information under the control of IDRC. The incumbent must keep abreast of the two Acts in order to assist with the following activities:
- Receiving and responding to access to information requests and ATIP consultations by other government entities.
- Collecting information requested and reviewing documents produced for application of exemptions and exclusions.
- Preparing records for release under ATIP legislation.
- Participating at ATIP community meetings in order to keep abreast of changes and new developments.
- Providing guidance and advice to management and staff on the requirements of the Access to Information and Privacy Acts, ATIP policy matters, and proactive/informal disclosure of information.
- Preparing three annual reports per year including statistical and narrative information.
- Preparing correspondence such as extension letters, consultations, letters, Office of Primary Interest (OPI) approval, and response letters, etc.
The Legal Services unit provides services to the entire Centre and all units requiring legal assistance. The incumbent coordinates the work of the Legal Services unit .
Consequently, the incumbent is responsible for coordinating the Legal Services unit’s delivery of legal services to the Centre.
As the President's delegated representative for Access to Information and Privacy, the incumbent is the official contact for Canadian residents seeking documents through the Access to Information and Privacy Acts.