Legal Departmental Assistant at British American Tobacco

WHAT YOU WILL BE ACCOUNTABLE FOR

Perform a secretarial function to assist in the daily administration activities including:

• filing of documentation and electronic data/information, opening new files, circulation of reading material
• Co-ordinate Workgroup schedule in respect of Records Management
• Accurate, speedy typing, drafting of memos and letters as appropriate
• Processing of incoming mail, clearing and distributing of mail, messages, photocopying, typing and forwarding of faxes
• Action requests for new joiners, leavers, manager requests, folder access, moving, etc.
• Compile / collate monthly reports and submit combined report before deadline.
• Review and update department Year Planner.
• Team coordination and meetings

Expense management

• Process CE's as per TaO processes.
• Manage intercompany recharges and financial process.
• Track budget tracking and prepare monthly reporting. Draw Activity Based Budget Reports to keep track of expenses.
• Manage Procurement and payment process.
• Process quotes and invoices. Generating electronic purchase orders. Keep records of all debit notes paid; follow up payments where necessary.
• Process Journals- All service providers.
• Processing/obtain relevant approval of Capital Expenditure Requests.
• Create new vendors and update existing vendors on TaO.
• Draw Vendor Reports from SAP for status of payment to Vendors.
• Monthly control of expenditures for entire departmental team i.e. budget variance report, journals arising from discrepancies on variance report, including operating cost and project cost.
• Open Commitments Manage i.e. close, extend delivery date.
• Support in budget management to ensure come within budget
• Vendor/CRA Management

ESSENTIAL EXPERIENCE, SKILLS AND KNOWLEDGE

• Around 3 years secretarial and/or administrative assistant experience in a medium to large concern
• Experience of reporting to a Senior Manager and/or working with senior management teams
• Fully bilingual, excellent English written and verbal communication
• High degree of PC literacy and proficiency in personal productivity tools (MS Office, Lotus Notes and SAP)
• Excellent telephone manner with an overall pleasant disposition
• Outstanding interpersonal skills with the ability to liaise effectively at all levels
• Methodical attention to detail with excellent organisational skills
• Flexible work style
• Excellent performer under pressure to meet deadlines
• Show willingness to work in a co-operative environment with common objectives
• Is discreet and maintains confidentiality