Administrative Support Officer – Internal Audit

EXECUTION OF AUDIT & ADMINISTRATIVE TASKS The incumbent will provide administrative assistance to the Team Leader and the Internal Audit Department. To assist with planning, executing and reporting on internal audits/projects executed for companies within JMMB Jamaica.

MAIN DUTIES & RESPONSIBILITIES:

 Administration

• Liaises with internal and external contacts to ensure that Team Leader’s calendar is updated and reflects his/her priorities (e.g. meetings, trips, report preparation, etc.).
• Liaises with internal and external contacts to acquire information required for the Team Leader to participate productively in meetings.
• Assists with the preparation of the Team Leader’s oral, written and visual presentations/reports.
• Collate and arranges the dispatching of reports for Board Audit Committees (Group, JMMB Bank Jamaica, TT and DR Country Committees as required)
• Distributes Agendas, Minutes and other related documents to various persons as instructed.
• Works closely with the Team Leader to ensure his/her daily schedule is observed and follow-ups are recorded (e.g. Prepares relevant files; review schedule at the start of each work day and has debriefing at the end day).
• Handles all arrangements for local and overseas business travel by the Team Leader 
• Facilitates contact with the Team Leader by the CEO, Senior Management and Department Team Members when the Team Leader is away from office.
• Co-ordinates travel and hotel accommodation on behalf of the Unit as needed.
• Assists with the processing of correspondence through, but not limited to:
• Drafts and maintains the department meeting schedule, checking to avoid clashes.
• Advises other departments when the Department(s) will be out of office.
• Co-ordinates all meetings, workshops and retreats organised by the Unit, through but not limited to:

1. Places telephone calls for the Team Leader.
2. Receives, date stamps and distributes all mail received by hand or by facsimile
3. Drafts and types correspondence as instructed.
4. Assists with photocopying and sending of hard copy facsimiles for the department.
5. Follows-up to ensure receipt of urgent documents and to assist in ensuring that they are date and time stamped by the receiver.

1. Liaises with relevant parties to draft the Agenda and assists with the preparation of oral, written and visual presentations, as instructed.
2. Liaises with Team Leaders to ensure that documents for meetings are submitted and/or circulated on a timely basis.
3. Prepares and dispatches the Minutes of the department meeting, as well as takes notes at other events as required
4. Reminds participants of the event, at least two working days before.
5. Books venues, equipment and refreshments, as instructed.
6. Assists with the laying out of the room and with the return and storage of equipment, as needed.

• Assists the Team Leader in ensuring that the work environment is appropriate:

1. Monitors work environment to ensure ergonomic needs are met and the Department is aesthetically pleasing to Team Members and visitors.
2. Monitors stocks and orders as required, to ensure that all necessary stationery, printing materials et cetera are available for the department.
3. Monitors and reports to the relevant party when office equipment and fixtures are in need of repair or replacement. Follows-up on requests for repairs or replacements.

• Administers the Unit’ databases, through:

1. Organizes filing system to ensure that it is efficient and up-to-date.
2. Files and secures hard and soft copies of documents as well as equipment for all members of the Unit.
3. Purges outdated documents
4. Retrieves archived department documents on-site, as required.

• Administers the expenses of the department through the following:

1. Handles the payment of department bills, through:

i)       Receives invoices and verifies as required all bills for the department expenditure, including Company-paid bills for all department Team Members.

ii)      Prepares requisite documentation for approval.

iii)    Submits approved requests to FACT.

iv)    Collects and dispatches cheques to payee or other party as instructed.

v)      Maintains a log of payments processed or on hold.

• Processes personal payments (e.g. credit card vouchers, gifts) for the Team Leader in a timely manner
• Co-ordinates, prepares and submits to the CHDT the planned Annual Leave Schedule (e.g. Vacation, Study) for the year for the department as required.
• Assists with the execution of activities assigned by other Senior Team Leaders within the department.
• Performs any other duties which may be assigned from time to time

Internal Audits- Audit Execution

• Document details of planning and walkthrough meetings.
• Assist in identifying controls to mitigate potential risk factors within assigned process/areas.
• Document and execute audit test steps in partnership with more senior team members.
• Assist in evaluating controls and identifying control gaps in partnership with more senior team members.
• Document and maintain sufficient supporting information (such as flowcharts of end-to-end business processes) and facilitate the presentation of findings and conclusions in accordance with work paper standards. 
• Assist with drafting audit reports and key deliverables  as required
• Assist with the execution of follow-up reviews on all open audit issues to ensure Management’s action plans are  adequately addressed within agreed timeframe

SKILLS, EDUCATION, TRAINING & WORK EXPERIENCE REQUIRED:

• Diploma or equivalent
• Required Minimum Years of Experience: Total of 1 to 2 years
• Highly proficient in oral and written communication skills. Alert to non-verbal communication techniques.
• Very high level of computer skills, particularly word-processing, spreadsheets, presentation programmes and Internet use.
• Commitment to continuous learning
• Good time management skills