Team Assistant - AFS Legal at Absa Group Limited (Absa)

Job Summary

• To provide administrative and operational support to the assigned team/s within Absa Financial Services Legal.

Job Description

Accountability:  Operational administration

• Establish and manage operational processes within the team.
• Interpret new or updated Absa Group policies and processes in terms of relevance to the requirements of the team.
• Establish an operating procedure for the team’s financial management – aligned to the reporting, timelines and requirements as set by the Head: Legal Counsel and the finance partner.  This includes supporting the team with SAP or COUPA finance management tasks such as capturing Purchase Orders, processing invoices etc.
• Ensure that the team is adequately supported with logistics such as international and local travel planning / booking, meeting/workshop logistics, claims management etc. (as required, according to team profile and needs)
• Maintain appropriate documentation and filing, according to the specific requirements of the team assigned to.

Accountability: Leadership support duties

• Assist Absa Financial Services Legal Head of Legal and its leadership with formal meeting governance (preparation and distribution of meeting packs, minutes, action logs etc.)
• Handle and resolve queries where appropriate or direct the complex queries to the relevant person and/or take messages accordingly.
• Manage the Head of Legal’s diary;
• Set up meetings timeously and invite the correct attendees to the meeting, arranging refreshments / venues / technology / building access etc. (as needed).

Accountability: Control measures

• Understand the control measures applicable to the Head's role through reading the Code of Conduct and other training allocated. Where responsible for risks and controls ensure that these are appropriate and fit for purpose.
• All mandatory training completed to deadline and understood within given timescales.
• Where applicable, all key risks identified, tracked, logged and managed as per the Risk Framework procedures.
• Where applicable, all key controls to have identified owners, with audit trail of regular review and maintenance together with supporting records.   
• Where applicable, all risk events (incidents) or control failures to be escalated, investigated, reported and fixed at root cause to prevent reoccurrence.

Education & Experience:

• Previous experience required as a Team/Personal Assistant
• Experience in local and international travel especially into Africa
• Maintain high level of confidentiality
• Exceptional organisational & planning skills
• Experience with COUPA preferred

Education

• Further Education and Training Certificate (FETC): Office Administration (Required)