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About Deloitte Tax & Legal 

We have a team of approximately 280 professional staff members across South Africa comprised of qualified charted accountants and lawyers who offer specialist insight across many industries.   Deloitte Tax professionals keep current on the latest changes that impact clients' business tax strategy, enabling clients to focus on business objectives while we address the tax requirements.   Deloitte Legal, amongst the largest legal and regulatory service providers in Africa, assists clients operating in increasingly complex legal, regulatory and digital environments through a multidisciplinary approach, combining integrated legal and commercial expertise. 

About the Job

Main Purpose

·         Performs advanced secretarial support and office management work for the Tax Management Consulting Business Unit including assisting with:

o  All client related risk management procedures, working  capital management and client reports (Word, PowerPoint, Excel), general client matters, diary management

o  Local and international travel arrangements

o  Timesheet and expense claim processing, filing and practice logistics

Client Risk Management Procedures

o  Assisting with all relevant Client Risk Management Procedures for new assignments on Phoenix, including: 

o  Logging conflict checks, obtaining LCSP/RP approval

o  Assisting with engagement letters, including the preparation of framework engagement letters

·         Working Capital Management

Assisting with various working capital management procedures, including:

o  Transferring time, where required

o  Drawing  and reformatting WIP reports

o  Formatting WIP report

o  Assisting with preparation of fee notes in accordance with engagement letter, taking into account input from various other divisions within Deloitte

o  Preparing detailed fee analyses in support of fee notes in accordance with client needs

o  Processing of disbursements and fee notes from other service providers and forward requests to Finance

o  Processing provisions and write-offs

o  Sending fee notes to clients 

·         Client Reports

Assisting with various aspects relating to client reports which in Word, PowerPoint and/or Excel, including:

o  Loading and updating Contact List

·      Diary Management

o  Scheduling meetings as per request

o  Preparing packs, issuing agenda's and sending out presentations to secretaries in regions (as per meeting requirements)

o  Booking and confirming appropriate venues and required facilities

o  Ensuring that there is sufficient travel time between meetings and no meetings overlap

o  Confirming venue and directions before team members leave for an external meeting

o  Attending to the operational requirements of the business

o  Ensuring that a professional customer focused approach at all times

·      Local and International Travel Arrangements

o  Liaising with the supplier to find appropriate travel dates and availability of flights

o  Ensuring that the passport is valid and that there is the correct visa

o  Obtaining travel insurance

o  Liaising with the supplier to purchase foreign exchange in the correct currency

o  Booking and confirming meetings with secretaries of overseas clients or conference facilitators

o  Confirming flight bookings with relevant suppliers

o  Arranging airport transfers and accommodation, if necessary

o  Drawing up a detailed itinerary

o  Compiling a detailed list of telephone numbers for the Director, including emergency numbers

o  Making personal international travel arrangements as and when requested

o  Ensuring the Director has important contact details in the event of emergency situations

o  Requesting authorisations for and processing Purchase Requisition and Purchase Order on SAP

o  Processing expense claims and preparing foreign exchange reconciliations

·         Timesheet and Expense Claims processing

Assisting with various timesheet and expense claim related matters, including:

o  Advising team members of client codes to be used

o  Capturing of timesheets and expense claims of Directors and Associate Directors within required timeframe

o  Obtaining appropriate authorisation for expense claims

o  Creating Purchase Requisition for the payment of invoices

o  Submitting expense claims and supporting documentation to Admin

·           Filing

o  Ensuring all relevant risk documentation and final reports and other essential documents are on file

o  Preparing dividers

o  Sending file to filing room (completing relevant form to go with this)

o  Requesting files from filing room, if required

·           Practice Logistics

o  Preparing agendas for meetings

o  Assisting with the resolution of technological problems (computers and phones) by liaising with GIS, if required

o  Ordering of stationery and text books for the team as and when required

o  Assisting with office moves

o  Ensuring that new staff members have offices, computers and phones on arrival

o  Safekeeping of spare office keys

o  Screening calls for Directors

About You

·           Skills and Experience

We are looking for someone who:

o  Has had appropriate previous experience in a corporate environment

o  Has excellent MS Outlook, Word, PowerPoint and Excel skills, and

o  Can use the internet to an advanced level efficiently

·           Behavioural Competencies

You would need to have, inter alia, the following Behavioural Competencies:

o  Willingness to learn, in particular to effectively assist with the client risk management and working capital management requirements

o  Flexible in terms of working hours in order to meet deadlines from time to time

o  Attention to detail

o  Strong planning and organizational skills

o  Ability to tolerate pressure

o  Ability and willingness to meet client and internal deadlines

o  Self-starter with high energy levels

o  An ability to interact with people

o  Team player

o  Client service orientated

o  Effective time management skills

o  Excellent interpersonal skills

o  Punctual

o  Responsible

o  Presentable

o  Professional

o  Ability to maintain confidentiality