Job Title: ADMINISTRATIVE ASSISTANT
Department: Advisory
Closing date: 18-Jun-15
Location: Lagos
Reference Number: 125-NIG00069
The Company
PwC firms help
organizations and individuals create the value they are looking for. We are a
network of firms in 158 countries with more than 180,000 people who are
committed to delivering quality in Assurance, Tax and Advisory services.
JOB CONCEPT
1.
Enhance the quality of management of the firm by providing administrative
support to the business unit partners in order to facilitate the administration
of their activities.
2. Maintain the
office environment at a high image level.
3. Reduce the
workload of business unit partners ffectively, such that their involvement in
detail is restricted to strategic and major issues.
4. Provide
administrative support on Business Unit initiatives. For example act as client
administrator for the business units. Activities include client liaison,
preparing client presentations etc.
SPECIAL FEATURES:
1. The firm’s
responsiveness to clients’ needs requires that the factors that enhance the
client’s performance are placed above all other considerations and that this
attitude is seen as coinciding with the office’s interest. Each action must
therefore be interpreted by its effect on the client.
2. The position
supports client service staff and partners who operate under considerable
deadline pressure and it is also subject to competing demands. Accordingly,
significant tact, understanding, communication and flexibility are called for
to achieve the objectives of the position.
3. Working
relationships are primarily with senior PwC staff and to some extent, client
executives, which situation not only places the position at the front end of
the office's drive for a positive external image but also expects the
exhibition of professionalism.
4. Submit reports
to the Business Unit Leader and partners as needed.
BUSINESS UNIT FUNCTIONS
1. The growth of
provision of services to top tier clientele.
2. The generation
and provision of client service at high levels of client satisfaction,
professional standards and market repute.
3. The
achievement of profitable levels of staff utilisation, realisation and net
investment in client services [NICS].
4. The
integration of the business unit’s activities within the total practice.
5. The
development of top quality staff members and maintenance of high morale.
PERSONAL OBJECTIVES
1. Gain a
familiarity with the full range of services offered and objectives of the
Service Line and Business Unit, their correlation to the goals of the firm and
current year plans.
2. Gain a
familiarity with the office’s IFS policies and procedures and liaise where
necessary with the various IFS functions.
3. Show
imagination and creativity and present matters of concern and new ideas to the
LoS leader and the other partners within the Business Unit suggesting
improvements to procedures.
4. Show
initiative in handling and following through routine assignments without
reminders and intervention from partners and managers.
6. Develop the
following personal attributes, which are critical to the success of the
position: enthusiasm, patience, firmness, courtesy, diligence, organization,
resourcefulness, and dependability and communication skills.
7. Keep under
review job difficulties and self-development needs and communicate such to the
LoS leader.
8. Demonstrate
ability to prioritize and balance competing demands.
9. Demonstrate
good report writing skills and paying attention to detail.
ROLES & RESPONSIBILITIES
1. Liaise with
the staff scheduling manager for an efficient allocation of staff and ensure
that all procedures relating to this activity are complied with.
2. Monitor the
compliance with billing and collection procedures. Including opening job codes,
managing work in progress, bill on account and following up receivables.
3. Coordinate
recruitment needs of the BU, advise HC of requirements, and monitor progress of
recruitment.
4. Liaise with
engagement managers and ensure that appraisals are carried out when they are
due and that the appraisal monitoring form is completed and submitted to unit’s
staff manager.
5. Liaise with
Learning and Development unit to monitor the training program for the year and
ensure that staffs’ dairies are blocked for the training.
6. Organise
meetings (management and monthly BU meetings) and ensure that discussions and
conclusions are documented and circulated within 48 hours.
7. Draw the
partners’ attention to issues including staff morale that you observe, that may
affect the practice.
8. Schedule
meetings with clients on partner’s behalf, confirm with them and remind them of
their commitments.
9. Liaise with
each engagement team to maintain a list of the client and assignment portfolio
and update continuingly the status of each assignment on the list.
10. Prepare and
update the BU marketing/opportunities monitoring team (if any) and follow up
the responsible staff driver on the status of these opportunities
11. Provide
logistic support in conjunction with marketing for the BU-led seminars/meetings
as follows:
Liaising with
the partners to agree seminar themes
Preparing an
agenda for the seminars
Arranging
meetings of organising committee members
Preparing
invitation letters/reminders
Arranging venues
Drafting client
job proposals as requested
Preparing end of
seminar report (copy to Marketing)
12. Supervise any
NYSC staff assigned to the business units.
13. Ensure that
facilities in the BU are in order
14. Pay
particular attention to leavers, staff on exchange programs and those going on
vacation, who must return assets in their possession.
15. Provide
administrative support to the line of service as follows:
* Stand in for
the managers during their absence and ensure that phone calls, messages and
enquiries are handled efficiently;
* Monitor the
correspondence management system in the BU to ensure that responses do not
exceed 48 hours;
* Maintain an
up-to-date filing system for clients’ correspondence and ensure that documents,
both physical and electronic are not removed from their respective files.
* Assist
partners in formatting their typed documents to conform with PwC brand, where
necessary.
16. Initiate own
quarterly appraisal with the BU/LoS leader.
JOB/PERSON SPECIFICATIONS
• Good First
Degree in any discipline
• Experience in
general office Administration
• Understanding
of basic business principles
• Excellent
computer skills including use of Microsoft Excel spreadsheets
• Minimum of 3
years experience of working as a PA to senior management
PERSONAL
QUALITIES
• Thinking skills
and diligence
• Inquisitiveness
and firmness
• Interest and
Commitment
• Results oriented
• Well organized;
good time-keeping
• Excellent
written skills
• Excellent
interpersonal skills – communication, etc
• Under 35 years
of age
LOCATION
Lagos
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