- Rosebank
- Salary: Market Related
- Job Type: Permanent
- Sectors: Accounting Finance NGO & Non-profit
- Benefits: Medical Aid Pension Bonus Training Parking Maternity Leave
- Reference: 2162126
- Employment Equity Position
Vacancy Details
Employer: SAICA (SOUTH AFRICAN INSTITUTE OF CHARTERED ACCOUNTANTS)
Supporting the Executive: Tax and other tax departmental management in the execution of general administrative functions within the department including formatting of documents, assisting with data management and diary management. Support and assist in the administrative management function of the National Tax Committee and its 12 subcommittees and any alliance partners that SAICA provides administration for (e.g. RCB Forum and GAA Tax Workgroup) which includes pre and post meeting document management and booking of travel and accommodation. Be a point of contact to direct member or stakeholder enquiries to the appropriate person in the department or SAICA and ensuring responses are received.
Support in facilitating and maintaining collaborative relationships and alliances with local and international alliance partners including setting up or hosting meetings and receiving stakeholders.
Candidate Requirements
Formal Education
- National Senior Certificate
- Post NSC qulification advantageous
Technical / Legal Certification
- Registration with an industry / professional body for secretarial functions advantageous
Experience
- At least 7 years expereince as a personal assistant
- At least 3 years expereince as a committee assistant
- Executive level stakeholder engagement experience
- Experience of MS Office products
- Data management experience advantageous
Special Requirements
- Required to work extended working hours, in particular to meet external stakeholder deadlines, committee deliverables or strategic projects.
1. General Administrative Support
1.1. Formatting of guides, Circulars, comment letters, meeting notes, or any documents which need formatting.
1.2. Administration of document version control and ensuring risk controls applied to new docs including that it is sent for final review or sign off, that a reference number is inserted and all comments and review marks are deleted from execution copies.
1.3. Assist Executive: Tax and tax managers in implementation of document data management by ensuring documents are saved and stored are relevant systems (e.g. Hummingbird) or share drives
1.4. Typing of letters and reports.
1.5. Arranging for couriers and delivery of gifts and sympathy arrangements
1.6. Booking of restaurants for specific engagements and ensuring that venue is appropriate and that dietary needs are recorded, considered in venue selection and communicated with venue
1.7. Booking of internal and external meeting venues and ensuring that the venue is appropriate for the relevant engagement and is resourced appropriately (e.g. boards, webcall equipment, refreshments etc)
1.8. Provides design input into relevant digitisation projects and feedback on implementation challenges
1.9. Manage data produced or recorded in your portfolio to ensure integrity, security and retention of relevant data and deletion of irrelevant or unnecessary data
2. Manage the Tax Stakeholders Administrative Process
2.1. Manage member distribution lists of external stakeholder structures and ensure it is kept up to date for any external stakeholder structure for which SAICA is responsible for the committee administration (e.g. GAA Tax workgroup, RCB Forum, SARB/SAICA Excon workgroup)
2.2. Manage, document and consolidate the attendance in attendance registers
2.3. Prepare a quarterly meetings schedule for the following year for the external stakeholder committees SAICA administrates by identifying and proposing relevant dates to be proposed to the relevant tax manager.
2.4. Once dates are agreed and approved, manage the dissemination of calendar invites and online meeting links for quarterly committee meetings.
2.5. Engage external stakeholders on behalf of the Executive: Tax and tax managers to align diaries and find suitable meeting dates for Ad hoc or specific purpose meetings
2.6. Book and initiate procurement of any meetings rooms required (internally or externally as required) and any other specific needs including booking webcall facilities, wifi passwords and a facilities technician and catering and check that all is delivered on the day of the meeting
2.7. After consultation with Executive: Tax or tax manager, engage stakeholder for any travel (flights and car rentals) and accommodation needs to attend meetings and book such travel and accommodation with the SAICA travel agent and ensuring relevant approvals. Send or ensure member has received all travel vouchers and booking confirmation and request any adjustments as required.
2.8. Manage the call for agenda items process for external stakeholder meetings per the agreed dates (including reminders) and manage the creation and consolidation of the agendas for review and approval by the relevant manager/committee chairperson and ensure that documents have been appropriately categorised, named and stored in the relevant data management system.
2.9. Manage the collation of any minutes and action item lists, ensuring the relevant quality controls have been applied
2.10. Where applicable, manage the process to compile the agenda packs including engaging the SAICA Brand Team for PDF compilation and uploading with links, and then the dissemination of complete agenda packs to committees per the agreed dates.
2.11. Where required, host meetings on MS teams, ensuring to online before the meeting to assist with any login or sound/video challenges/ recording of meetings for distribution to members who are not in attendance and request a recording.
2.12. Where required, assist the Executive: Tax, tax managers, Standards department staff or Seminars Staff in the preparation and hosting of special events (e.g. Prescribed Committee Dinner)
2.13. Apply risk controls to ensure that only invited attendees are present and apply risk protocols including stopping meeting and issuing new links should an uninvited or unidentified person compromise the meeting.
3. Manage the Tax Committee Administrative Processes
3.1. Manage the National Tax Committee and its 12 subcommittees/RCB Forum and GAA Tax Workgroup (+- 150 members) member distribution lists and ensure it is kept up to date for both SAICA members and non-members serving on a committee
3.2. Manage, document and consolidate the National Tax Committee and 12 subcommittees/RCB Forum and GAA Tax Workgroup (+- 150 people) attendance in attendance registers and check for completeness and to enable tax department management to timeously make interventions
3.3. Manage registers of demographic detail as to race and gender and well as term appointed, terms served details, new appointees and resignations/retirements are captured and rotation list are complete for management, committee and Board use.
3.4. Prepare a quarterly meetings schedule for the following year for the 13 tax committees and RCB Forum by identifying and proposing relevant dates to be proposed to the committees.
3.5. Once dates are agree and approved, manage the create and dissemination of calendar invites and online meeting links for quarterly committee meetings for all 13 tax committees/RCB Forum and GAA Tax Workgroup.
3.6. Engage committee members and align diaries to find suitable meeting dates for Ad hoc or specific purpose meetings
3.7. Book and initiate procurement of any meetings rooms required (internally or externally as required) and any other specific needs including booking webcall facilities, wifi passwords and a facilities technician and catering and check that all is delivered on the day of the meeting
3.8. Engage committee members for any travel (flights and car rentals) and accommodation needs to attend meetings and book such travel and accommodation with the SAICA travel agent and ensuring relevant approvals. Send or ensure member has received all travel vouchers and booking confirmation and request any adjustments as required.
3.9. Manage the call for agenda items process to all 13 committees/RCB Forum and GAA Tax Workgroup as per the agreed dates (including reminders) and manage the creation and consolidation of the agendas for review and approval by the relevant manager/committee chairperson and ensure that documents have been appropriately categorised, named and stored in the relevant data management system.
3.10. Manage the collation of any minutes and action item lists, ensuring the relevant quality controls have been applied
3.11. Manage the process to compile the agenda packs including engaging the SAICA Brand Team for PDF compilation and uploading with links, and then the dissemination of complete agenda packs to committees per the agreed dates.
3.12. Host committee meetings on MS teams, ensuring to online before the meeting to assist with any login or sound/video challenges and recording.
3.13. Assist the Executive: Tax and tax managers in monitoring and collating reports on committee performance, issuing of recognition letters and procuring of and issuance of recognition certificates or gifts
3.14. Apply risk controls to ensure that only invited attendees are present and apply risk protocols including stopping meeting and issuing new links should an uninvited or unidentified person compromise the meeting.
4. Assist in the financial and procurement administrative process
4.1. Assist the Executive: Tax and tax managers to request external service provider quotes that conform to the Procurement Policy requirements and send quotes to them for consideration and approval
4.2. Assist the Executive: Tax and tax managers to request external service provider quotes that conform to the Procurement Policy requirements and send quotes to them for consideration and approval
4.3. Assist the Executive: Tax and tax managers to request for completion procurement risk evaluation forms and any procurement deviation forms from Risk Department and contract request forms from the Contracts/Legal department, and revert to these departments with completed forms. Following approval and signature by Executive :Tax or tax manager, send all drafted contracts to vendor for input and signature and revert with changes or provide signed contract. Ensure contracts have the final signed copy for their register.
4.4. Assist the Executive: Tax and tax managers to engage with prospective service providers in completing relevant vendor forms and providing of all required supporting documents. Send all completed forms to Finance for uploading of vendor and address any enquiries raised, consulting with the Executive: Tax or tax manager as required
4.5. Assist the Executive: Tax and tax managers to engage the Procurement Department for the assignment of tender numbers and preparation tender scope documentation as well as the dissemination of tender requests.
4.6. Following approval, manage and implement the raising of purchase orders conforming to the relevant procurement policy requirements and follow up on any approval delays with Finance, or Tax department approver and send all approved PO’s to suppliers.
4.7. Assist the Executive: Tax and tax managers to follow up with vendors on outstanding invoices following completion of a service or delivery of goods
4.8. Follow up for invoices, make sure all information on the invoice is correct including Vendor VAT numbers, SAICA VAT number, PO number, Vendor and SAICA billing details and then submit valid invoices to Finance for payment
4.9. Follow up on all enquiries from vendors regarding payment and obtaining and sending proof of payment to vendors for services or goods delivered
4.10. Implement and maintain relevant risk controls to ensure that Procurement and Finance procedures are complied with
4.11. Implement and maintain record keeping procedures and ensure that vouchers, documents, contracts and invoices are stored as required and that a sufficient audit trail of the process is recorded and archived
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About SAICA (SOUTH AFRICAN INSTITUTE OF CHARTERED ACCOUNTANTS)
The South African Institute of Chartered Accountants (SAICA) is the leading accountancy body in South Africa and one of the leading institutes in the world. SAICA's main role is to develop Chartered Accountants [CAs(SA)] to become leaders in government, businesses and communities.
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