Executive Assistant & Area Records Management Coordinator at British American Tobacco Nigeria (BATN)

British American Tobacco (www.bat.com) is a market leading, global organisation with a long, established history and a bright and dynamic future. Thanks to our people we have continued to deliver growth and exceed expectations in an increasingly complex and challenging marketplace.

If you have the talent and motivation to help us succeed you’ll find we are equally committed to helping you reach your full potential too.

We are recruiting to fill the position below:

Job Title: Executive Assistant & Area Records Management Coordinator

Job Number: 13410BR
Location: Lagos
Appointment type: Permanent

Job purpose and key deliverables

• To provide comprehensive and proactive support to the Legal & External Affairs Director on a wide range of complex tactical and administrative tasks whilst prioritising and taking personal responsibility for all activities in order to enhance effectiveness.
• This role will also be responsible for executing defined work projects of moderate complexity.
• To ensure that the Records Management Programme (RMP) is implemented and maintained at all times in the Nigeria Area.
• Training and education including induction of employees at all levels within the organisation on the RMP principles, policies and procedures.

Executive Assistant Key Accountabilities
Business:

• Manage the work schedule (calendars, visits and work plans) for the Area Head of Legal and External Affairs to ensure optimal use of time and resources
• Develop and implement reports, memos and other analysis and communication materials for internal and external use using the Microsoft office suite (Word, Excel & PowerPoint)
• Co-ordinate meetings and engagements for the West Africa Area Leadership Team Provide an effective and efficient administrative service to a high level of competency
• Responsible for organising extensive global travel arrangements for the Area Head of Legal and External Affairs and other Regional visitors- transportation, hotels and visas in place.
• Perform routine transactions such as cash advance, expense statements and retirements as required
• Using electronic calendars the jobholder will be responsible for the maintenance of diaries, reviewing and responding to electronic mail for the Area Head of Legal and External Affairs as required.
• Prepare complex presentations and briefings in English.
• Organises conferences (local and global), workshops and team-build events with professionalism

People:

• Effectively interface with the Executive Assistants of the West Africa Area Leadership Team to achieve targets
• Effective relationship with and Role Model to Executive Assistants within BAT and in other companies
• Develop self through training, learning and development opportunities
• Identify areas for improvement and execute improvement plans as required.

Area Records Management Coordinator Key Accountabilities
Purpose Statement:

• To ensure that the Records Management Programme (RMP) is implemented and maintained always in the Nigeria Area.
• Training and education including induction of employees at all levels within the organisation on the RMP principles, policies and procedures.

Dimension:

• Staff

Detail:

• Indirectly managing Records Management Functional coordinators in the Nigeria Area

Quantity: 30

Key Accountabilities
Operations/Professionals/Business:

• KCC Reports, Audit spot checks and Compliance
  • Conduct spot checks to ensure compliance of the RM policy is maintained.
  • Implement the audit KCC RMP Action points in the Nigeria Area and prepare the RAC report on a quarterly basis.
  • Responsible for distribution and collection of compliance statements from functions to be signed by the HOF and ensure all original compliance statements are sent to the Legal Counsel, Compliance.
  • Main custodian of the review team meeting minutes i.e Legal, Audit and Tax review team for audit purposes.

Management:

• Create set up and manage RM storage facilities in the Nigeria Area sites and ensure Records Management Storage Database in the depositories are in line with the BAT global storage policy standards.
• Ensure the Nigeria Area Records comply with the legal requirements on taxation, employee health and benefits, financial records, legal contracts, etc. in force in the Nigeria Area

Leadership:

• Training and Review Meetings and Manage Schedules, Control lists, etc
  • Assist the Legal Counsel and Records Management Coordinators in implementing the RMP
  • Ensure Training and advice is provided to Nigeria Area office employees at all levels within the organization with regards to RMP and introduce RM induction programme to new recruits
  • Assist the Records Management Coordinators in producing the Nigeria Area office schedules and training
  • Develop new material to promote a better understanding of the RMP for all staff within the Nigeria Area offices and update the RM Material including the Manual and Handbook. Ensuring that the Control List and RM Procedures are up to date and communicated.
  • Ensure the Nigeria Area offices Retention Schedules are maintained to ensure Functional Compliance in accordance with the Group policy on Records Management

Relationship:

• Relationship with Records Management Coordinators, Review Teams, etc
  • Develop good working relationship across the Nigeria Area with all the Records Management Coordinators and Legal Counsel in order to promote Records Management principles, policies and procedures
  • Work very closely with the Records Management Review team comprising of Legal, Audit and Tax to ensure records are dealt with in accordance with RM policy guidelines.
  • Act as the link between the Nigeria Area offices.

Innovation:

• Records Management Projects
  • Execute recommended projects in Nigeria Area offices sites to align the Area with Global BAT Policy e.g. archiving systems and databases, Project Armour (Electronic RM system which will soon be introduced to the Nigeria Area) and act as a focal point for RM in Nigeria Area offices.

Essential requirements
Essential Skills & Education:

• Solid secretarial and administrative skills, including excellent verbal and written communication
• Self-starter, keen and confident to use own initiative
• Proactive “can do” work ethic – flexible approach to working
• Firm foundation of interpersonal skills – mature, responsible, assertive attitude
• Excellent organisation skills
• Ability to establish priorities, maintain confidentiality and work under pressure
• Good numeric skills to work with financial systems and resolve queries
• Applicants must possess very good working knowledge of Word, Excel, and PowerPoint.
• The job also demands a person with excellent interpersonal & communication skills and a flair for preparing complex reports in PowerPoint, word and excel.
• Work experience in a similar role in a leading corporate organisation would be an added advantage.
• BSc/BA Degree

Application Closing Date
30th November, 2016.

How to Apply
Interested and qualified candidates should:
Click here to apply online