Legal Departmental Assistant

6 months ago

Cape Town, South Africa British American Tobacco Full time

**BAT is evolving at pace - truly like no other organisation.**

**To achieve the ambition, we have set for ourselves, we are looking for colleagues who are ready to live our ethos every day. Come be a part of this journey**

**BAT IS LOOKING FOR A LEGAL DEPARTAMENTAL ASSISTANT**

**SENIORITY LEVEL**:Non Management

**FUNCTION**: Legal

**SALARY RANGE**:Competitive salary + excellent benefits + market leading bonus

**LOCATION**:Cape Town, South Africa

**ROLE POSITIONING AND OBJECTIVES**

You will be providing secretarial and administration support to the Legal & Security department whilst ensuring administrative and clerical duties are efficient and effectively performed for the smooth running of the departments

**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

**WE ARE BAT**

At BAT we are committed to our Purpose of creating A Better Tomorrow. This is what drives our people and our passion for innovation. **See what is possible for you at BAT.**
- Global Top Employer with 53,000 BAT people across more than 180 markets
- Brands sold in over 200 markets, made in 44 factories in 42 countries
- Newly established Tech Hubs building world-class capabilities for innovation in 4 strategic locations
- Diversity leader in the Financial Times and International Women’s Day Best Practice winner
- Seal Award winner - one of 50 most sustainable companies

**BELONGING, ACHIEVING, TOGETHER**

Collaboration, diversity and teamwork underpin everything we do here at BAT. We know that collaborating with colleagues from different backgrounds is what makes us stronger and best prepared to meet our business goals. **Come bring your difference

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