Administration Support - Jordanian National

Job description / Role

Role Description

This role provides administrative assistance to technical engagement teams working on client engagements. The Administrative Support provides professional database and engagement support to a team of 40–50 members, ensuring quality service and output is consistently provided.

Main Role and Responsibilities:

Database Support

- Provide database support for EY’s global web-based Client Relationship Management (CRM) system -InterAction
- Add, edit or delete staff and client contacts and opportunities within the CRM database
- Add or edit activities within the CRM database
- Provide administrative support to maintain and generate system reports
- Support database administration for other engagement systems as required

Engagement Support

- Assist in the administrative support for engagement code set up, engagement code maintenance using CRM, GIS, Process for Acceptance of Clients and Engagements (PACE) and Global Financial Information System (GFIS), as required
- Assist engagement team in the formatting and logistics around Statement for Work (SOW) and engagement letters
- Print and distribute standard engagement reports in My Business reporting portal upon request by engagement managers
- Assist in the day to day business operations of engagements and communicate with the team accordingly
- Collaborate with the finance team on engagement related finance matters
- Assist Engagement Partner/Manager with Resourcing/Staff planning
- Assurance only – Arrange for inventory stock count and coordinate with clients where applicable

Meeting Support

- Monitor engagement calendar around planning, review and closing meetings and independence reviews
- Facilitate audio/video conferencing, and/or skype online group meetings according to conferencing guidelines along with room bookings

Requirements

Documentation Support

- Coordinate delivery of working-papers and deliverables to client locations and organize collection upon finalization
- Coordinate the completion of documentation (final signed version of deliverable sign-offs)
- Logistical support in preparing proposals, client presentations and other deliverables
- Assurance only arrange to send audit instructions, financial statements, deliverables on behalf of the engagement team

Quality & Risk Management

- Provide engagement team with relevant PACE or InterAction reports to be added to the Engagement file
- Assurance Only—support the audit team in archiving audit files within the required deadline(both electronic and paper files) by:
- Request to be added as a team member on each audit engagement archiving form in the archiving tool Archive Records Center(ARC)
- Provide the expected audit report date for all archiving forms and subsequently update the audit report date as soon as the audit report is signed
- Act as an interface between the MENA ARC team and the engagement team for follow up queries

Fees and Billings

- Assist in the preparation of fee notes and supporting analysis for fee billings
- Coordinate with the Dispatch team for collection of invoices

General Administrative Services

- Manage logistics of collating and bulk printing of engagement related documents
- Support other team members during busy periods and in case of varying workload
- Work closely with other AWS teams and CBS functions
- Provide adhoc support to portfolio as and when required

The job description is intended as a guide to reflect the principal purpose of the job/role. It is not an all- inclusive listing of the required responsibilities as these may vary slightly from one location to another. There are exceptions to the tasks in some of our smaller geographical locations where Account Support Associate (Client/Engagement) and Executive Secretary (Administration) roles will crossover. The position holder will perform other responsibilities and tasks as required to achieve the agreed performance outcomes.

About the Company

EY is a global leader in assurance, tax, transaction and advisory services. The insights and quality services we deliver help build trust and confidence in the capital markets and in economies the world over. We develop outstanding leaders who team to deliver on our promises to all of our stakeholders. In so doing, we play a critical role in building a better working world for our people, for our clients and for our communities.

EY refers to the global organization, and may refer to one or more, of the member firms of Ernst & Young Global Limited, each of which is a separate legal entity. Ernst & Young Global Limited, a UK company limited by guarantee, does not provide services to clients. Information about how EY collects and uses personal data and a description of the rights individuals have under data protection legislation are available on our site.

The MENA practice of EY has been operating in the region since 1923. For over 95 years, we have grown to over 7,500 people united across 21 offices and 16 countries, sharing the same values and an unwavering commitment to quality. As an organization, we continue to develop outstanding leaders who deliver exceptional services to our clients and who contribute to our communities. We are proud of our accomplishments over the years, reaffirming our position as the largest and most established professional services organization in the region