EY Assurance Service Line Support Executive Assistant 

Namibia, Khomas, Windhoek 

304484017

LTS

• • Receive automated Exception reports from LTS Support team every Tuesday. (13 reports)
  • Individual report studied for details of exceptions generated.
  • Contact individual trainees regarding the exceptions requesting an explanation.
  • Assess validity of exception and draw up and issue individual warnings in line with PAAB Regulations.
  • Record details of warning on control sheet.
  • Forward signed Warning to Talent Manager for uploading on personnel file.
  • Monitor that trainees submit required SR’s and related competencies within the stipulated periods and deadlines as set out in the LTS training policy.
  • Send follow-up’s/reminders to ensure compliance of submission within periods
  • Draw up warnings for missed deadlines and ensure they are signed and saved.
  • Monitor completion of trainees’ ANA’s by stipulated timeframe.
  • Send follow-up’s/Reminders to ensure compliance of submission on time.
  • Issue warnings as applicable

PAAB

• • Ensure PAAB registration documentation is completed by all new trainees.
  • Check correctness of registration documentation and forward to Training Officer for review and authorising signature.
  • Submit registration documentation via the TCMS system. (scan each individual application in correct order to upload on TCMS)
  • Follow up with PAAB on the progress of the application and attend to any issues arising.
  • Download approved registration certificates and file on individual trainees’ folders and forward to Talent Manager for filing on personnel file.
  • Ensure all new trainees register themselves on TCMS system with mandatory information and details.
  • Ensure all trainees’ details are correctly uploaded by all trainees on the TCMS system.
  • Prepare and submit documents relating to Extensions, Suspensions, Discharges, etc. on TCMS system.
  • Follow up with PAAB on all submissions
  • Download Registration Certificates, Extension, Discharges, etc from the TCMS system and file on individual trainees’ files.
  • Distribute discharge documentation to trainees and ensure they are correctly completed before forwarding to Training Officer for sign-off.
  • Submit Discharge documentation on the TCMS system for processing.
  • Follow up that trainees update their progression and upload respective certificates on TCMS continually.
  • Assist with preparations for Re-accreditation reviews, ensure relevant documentation is continually uploaded/saved

SUBMISSION OF TRAININGS HELD (PRESCRIBED BY L&D TEAMS)

• • Prepare all relevant documentation as needed by L&D team on SNOW, MY HR and SuccessFactors
  • Complete a variety of mandatory templates with individual facilitator and trainees details for credit awarding by L&D
  • Submit completed Training documentation via Success Factors to ensure CPD points are allocated by all attendees.
  • Prepare survey about facilitators, send out to all trainees, monitor responses, send reminders
  • Follow up and action on submissions made.
  • Pull credit report from SF for each training held and e-mail to in-country L&D team
  • Attend monthly Training feedback and update meetings.
  • Pull assignment reports for trainees to check compliance

NTA CLAIM DOCUMENTATION

• Compile necessary documentation for all training for NTA Claims and update on respective Teams Folder.
• Prepare confirmation letters, course outline etc for NTA claims with facilitators, follow up on outstandings, upload on teams folder

TIMESHEETS

• • complete and submit Timehseet for Partners as requested.
  • Pull and format timesheet report to check for completeness of work descriptions for each individual resource.
  • E-mail individuals who do not comply and request them to correct their timesheet.
  • Draw up warnings for Timesheet violations
  • Consolidate Leave on SAGE VIP system to entry on Timesheet and ensure correct leave codes are used.
  • E-mail individuals who do not comply and request them to correct their timesheet and/or SAGE.
  • Monitor sick leave submissions to ensure they are submitted on the first day of returning to work.
  • Draw up warning if not compliant, obtain signatures and forward
  • Maintain Warnings control sheet.

UN-OPEN CODE

• • Format un-open report when received for Assurance specific time
  • Draw up a report of hours by client and by resource.
  • Send e-mail to individuals to remind them to move their time from the unopened code as soon as code is opened.
  • Follow up weekly.
  • Draw up warning if not compliant, obtain signatures and forward

RESOURCE PLOTTINGS/RETAIN/PROFINDA

• • Continually (real time) ensure Retain resource bookings are updated and correctly reflected.
  • Continually (real time) update manual Excel Plotting sheet with changes
  • Manually update all and any leave types coming through from Sage.
  • Set up and pull reports as requested by Managers.
  • Arrange and attend monthly Retain update and feedback meetings.
  • Adopt and implement new PRO-FINDA platform which replaces Retain when rolled out.

GLOBAL ROTATION SYSTEM

• • Log in on Retain system and attend to all requests, alerts, updates, new feeds
  • Query discrepancies with Managers and Partners
  • Attend Monthly GRT update/training calls.
  • Update role changes when they become active, de-activate lost engagements
  • Monitor Rotation rules
  • Complete monthly ISQM testing on Retain Platform
  • Run quarterly Portfolio confirmation for all Partners, verifying all info is correct

My Career Hub

• • Drive implementation for Assurance and CBS
  • Monitor Adoption
  • Provide training and assistance as needed

PARTNER SUPPORT

• • Submit external learning on Success Factors for Partners.
  • Update SAICA and ICAN with CPD points for Partners.
  • Manage and update Global Rotation Tool.
  • Assist with travel arrangements.
  • Arrange monthly Partner/Manager meetings, draw up Agenda and Minutes of the meeting for distribution, follow up on actions due
  • Arrange monthly Plottings meeting to resolve conflicts on the plottings.
  • Arrange Counsellor Connect Sessions.
  • Arrange Assurance Family Tree sessions, arrange for Attendance registers to be available and completed for submission

AUDIT TEAMS SUPPORT & GENERAL

• • Roll AFS to next financial year as requested.
  • Edit, print and compile AFS, Reports, documentation for signature and printing and distribution as required.
  • Obtain respective Partner signatures for sign-off
  • Scan and circulate documentation as needed
  • Assist with editing and correcting documents as required.
  • Distribute e-mails on RFQ to the relevant team members.
  • Draw up Approach letters, Hold Harmless letters for new clients to be taken on.
  • Follow up on replies to Approach letters.
  • Prepare and Submit CM31 and CM29 forms to BIPA for approval. Follow up regularly
  • Receive telephone calls and take messages if required.
  • Mercury - Open Pursuits, Opportunities and Engagements as requested.
  • Monitor study leave to ensure it is in line with policy.
  • Book and arrange refreshments for training events.
  • Facilitating annual archiving process.
  • Assist in managing Partners’ Calendars as requested.
  • Prepare purchase orders.
  • Process Partners expense claims.
  • Receive and forward Proposal requests
  • Respond to Proposal requests where required.
  • Check and process own e-mails.
  • Update birthdays of all staff on Outlook
  • Update list of staff with driver’s license and cars
  • Stand in for Reception as needed
  • Assist with setting up and cleaning up functions
  • Facilitate Secret Santa annually
  • Keep an eye on housekeeping matters
  • Set up interviews for AM/CSE

ISQM

• • Perform monthly GRT Testing, attend to discrepancies, update system, provide evidence and write up
  • Perform monthly Training upload testing, upload required documentation as evidence