Manager, Matter Mobility

Manila City, Metro Manila
Permanent
Full-time

28 days ago

Firm SummaryWhite & Case is an elite global law firm serving leading companies, financial institutions and governments worldwide. Our long history as an international firm means we are perfectly placed to help our clients resolve their most complex legal challenges wherever they may be.With lawyers and staff operating from more than 47 locations, working in virtually every country of the world, we have invested heavily in building a high-quality full-service practice competing at the top of the market. We are distinguished by our on-the-ground presence in the world’s key financial markets and our strengths in handling complex cross-border work.It’s not just about our global network of offices and shared services centers; it’s the global interconnectedness of the Firm that our people, and our clients, value most. We work well together across geographic and practice boundaries. It’s one of the reasons we attract and retain cross-border work.Our lawyers are globally minded, enterprising, collaborative and committed to excellence. Our people represent 90 nationalities and speak 80 languages.Position SummaryAs the Matter Mobility Manager, you will lead all aspects of Partner Transfer activities across the Firm, ensuring compliance with technologies and client requests. Your role involves developing long-range plans, setting goals, providing direction, and executing services, initiatives, and projects to reduce risks and costs associated with information governance.Key responsibilities include overseeing all aspects of Outgoing and Incoming Transfer workflows, coordinating the review and archiving of departing users' hard copy files and personal data, and ensuring the completion of approved personal data requests. You will also lead projects to automate Matter Mobility and Departed User data processes and liaise closely with the General Counsel Office and other key stakeholders. Key interactions will include the Firm’s General Counsel, Data Protection Officer, Technology Cyber Security leader, Practice Technology department, partners, practice leaders, external client compliance teams, and new, departing, and departed staff.Our Functional AreaTechnology at White & Case plays a key role in enabling our lawyers is practicing law around the world.Our team comprises of three functions: Business Services – who maintain, develop and support our enterprise systems, Operations – who design, build and support our communications and data centre operations, and Support Services – who provide desktop, meeting and training support in the Firm’s offices. Together we support our lawyers with leading edge technology and systems to deliver elite legal and best-in-class client service.Our globally-minded team covers a range of technical disciplines and business skill sets. This encompasses from business analysts, data architects, application developers and engineering staff covering range of technologies that include virtualisation, cloud, networking, storage, collaboration services and security. We deploy the latest technology and hardware within our state of the art offices. Our technical support staff support and train our people on the latest hardware and operating systems, remote working capability and mobile devices. Our Shared Services centres provide Service Desk and Operation Centres that providing support and monitoring of Firm systems 24 x 7.Working closely with our business services colleagues in support of the Firm’s Finance, HR, Marketing and KM Information Technology systems Drawing, Global Technology Services is at the heart of the Firm’s global operations.Duties and Accountabilities1Essential duties:Oversee and own core processes including daily work intake, assignment, quality review, and delivery of work product for the Matter Mobility domainsAdvises Firm personnel on matter mobility best practices relating to the accurate, efficient, economic transfer of client and Firm proprietary information per approved requestsOversees the departments’ work with accountable Firm stakeholders across matter mobility to ensure the team coordinates timely delivery of work requestsOwns the analysis, design and operation of automated systems and processes, business requirements definitions, workflow and procedure development supporting the aboveOversees matter mobility team and ensures proper shift coverageMatter Mobility Operations:Manages work assignments of team members principally responsible for the matter mobility process domainsOwns initiatives to drive changes in working practices and Firm culture to accelerate the adoption of efficient, cost-effective, modernized matter mobility practicesSets performance, attendance and punctuality expectations of team members, evaluates performance, and provides feedback on an ongoing basisProvides guidance to Firm personnel at all levels on the firm's matter mobility processesProvides operational support for projects relating to client and firm dataExecutes plans and reports progress towards goals relating to matter mobility including compliance, information management, storage and archivesProvide recommendations for clean-up project completion and management to support firm IG polices and programs to reduce the volume of potential data for mobilityDrafts, reviews and presents proposals, project plans, status reports, metrics, and other information in a format and style relevant for the intended audienceCommunicates the role’s vision, annual goals and guiding principles in a variety of forums (1:1, administrative meetings, etcCommunicates directly with senior management and members of the Office of the General Counsel and other partners; states areas of concern, addresses questions, and/or resolves outstanding issues with the appropriate partiesDevelop and maintain professional and cooperative working relationships with all staffEmpower staff by sharing information, knowledge, training and skills. Coach and mentor staff. Inspire and challenge staff. Monitor and guide staff towards goal accomplishments.Conduct periodic staff meetings to keep staff apprised of events and / or procedures within the department and the FirmMeet Firm attendance and reporting requirements and policiesProvide backup leadership coverage to Senior Manager of IG OperationsTransfers Process ManagementManagement and ownership of the standard operating procedures in support of Incoming and Outbound Transfer requests and initiativesOwnership of relevant systems and technologies used in the support of the aboveOwnership of daily tracking and management updates of both incoming and outgoing transfersDevelop, review, revise and sustain standard operating procedures for the identification, organization, migration and import/export activities for electronic filesCoordination of hardcopy records with the Transfers In and Out of electronic files per partnerOversee the coordination with OGC on the approval of releases of client data for Outgoing TransfersOversee the coordination with other IG departments on the approved receipt and ingestion of client data for Incoming TransfersMonitor and metric report monthly and annually the volume of Transfer requests, data, work effort and utilizationMaintain the required evidence repository of Transfer activitiesGeneral management and supervision of departmental staff, including any temporary help and CWRsFormulate long-range plans and objectives for the department by anticipating the needs of the Firm. Take a long-term view and suggest organizational change for the future. Look for ways to expand the services offered by the department. Solicit information from lawyers, legal assistants, and non-legal departments regarding their specific needs in their areas.- Audit annually Transfer procedures to ensure compliance with Firm policiesIncoming and Departures Personal Data Process ManagementManagement and ownership of the standard operating procedures in support of Incoming and Departure requests for personal dataOwnership of relevant systems and technologies used in the support of the aboveMaintain the required evidence repository of Departure activitiesOversee the coordination with other IG department managers and wider Technology Management leadership to drive the approved Departure of dataDevelop, review, maintain and revise standard operating procedures in support of departure tasks and initiativesAudit annually departure procedures to ensure compliance with Firm policiesLiaise with both Technology department colleagues as well as other business services departments including General Counsel, Business Intelligence, Compliance New Business, Marketing and People to obtain relevant policies, procedures, activity reports and key contacts in conjunction with disposal requirements and related initiatives where requestedQualificationsQualifications6+ years of experience in risk management, information governance, or records management6+ years of supervisory experience, including work intake, assignment, review, feedback, goal setting, and reporting metricsBachelor’s degree required; Master’s degree preferred (ideally in Records Management, Library Sciences, Computer Science, Information Systems Management, Business Administration, or related fields)Commercial and business awareness; preference for law firm experienceProficiency in managing and using a Records Management System (RMS)Educational background in IT, legal, compliance, information management, or records managementClient service focusClear and concise written and oral communication skillsProficiency in Legal Document Management Systems (DMS); preference for iManage Work experienceExperience with major matter mobility platformsStrong proficiency in Microsoft Office and M365 (Word, Excel, PowerPoint, Teams, Visio)Advanced knowledge of information governance principles and technologiesProficiency in virtual meeting platforms (MS Teams, Webex)Strong academic record and intellectual curiosityAbility to see the big pictureOutstanding negotiation skillsStrong time management and ability to handle pressureDriven by professional growthStrong professional presenceTeam player with strong judgmentProactive, resourceful, and takes initiativeFluency in EnglishInternational experience a plusLocation & Reporting

This is a hybrid professional in-office / remote role that is based in our Manila office, that may occasionally require business travel. Must be available to work outside of standard work hours, as needed to meet business demands.
This role reports to the Senior Manager, Technology Information Governance

1The above is only a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.

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