Britam is a leading diversified financial services group, listed on the Nairobi Securities Exchange. The group has interests across the Eastern and Southern Africa region, with operations in Kenya, Uganda, Tanzania, Rwanda, South Sudan, Mozambique and Malawi. The group offers a wide range of financial products and services in Insurance, Asset management, Ban...

Job Purpose:

The role will serve as a point of contact and link between directors, managers, internal departments, and external parties, including vendors, and customers. The role will provide administrative, coordination, and process support to the Group Internal Audit function to enhance audit planning, execution, reporting, governance oversight, and follow up. The role will handle clerical and administrative duties, analyze and improve office processes and policies, and ensure that the office operates smoothly.

Responsibilities or duties

Key responsibilities:

• Act as the first point of contact for the Director, proactively and promptly reviewing and tracking incoming enquiries such as correspondence, telephone and in-person, and responding directly or referring to other appropriate individuals or escalating to the Director.
• Support the office of the Director Internal Audit in:
  • audit planning and tracking.
  • Monitoring audit assignment timelines and report issuance schedules.
  • coordinating and collation of the Board Audit Risk & Compliance Committee (BARCC) papers.
  • quality assurance documentation in line with IIA standards.
  • Liaising with the risk and compliance function.
  • handling whistleblowing materials, sensitive investigations and privileged BARCC documents with confidentiality
• Provides a bridge for smooth communication between the Director’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Provide sophisticated calendar management for the Director. Prioritize enquiries and requests while troubleshooting conflicts to ensure smooth day-to-day engagements.
• Organizing and coordinating all logistics for the Director’s meetings (both internal and external).
• Develop and maintain the Director’s office paper and electronic filing and information systems.
• Responsible for processing expenses, credit card returns and raising purchase requisitions and other finance related duties as directed.
• Oversee the prompt collection and delivery of incoming and outgoing mail in the Director’s office.
• Draft routine correspondence on behalf of the Director.
• Coordinate the preparation of both local and international itineraries for the Director and confirm travel bookings and hotel reservations.
• Attend Management meetings; record, summarize and timely distribution of minutes and tracking of action items where applicable.
• Coordinating events and projects by providing administrative support for all events managed by the Segment/Function.
• Maintains rapport with customers, managers, and employees by arranging continuing contacts; researching and developing new services and methods; setting priorities; resolving problem situations.
• Maintains continuity of work operations by documenting and communicating needed actions to management; discovering irregularities; determining continuing needs.
• Ensure that reports and analysis of the same are issued on a timely basis as per the agreed regularity through liaison with all relevant parties.
• Maintain efficient and effective communication channels between the Director’s office; the Board other departments and external customers to ensure professional interface and superior customer service.
• Receive and collate emerging issues from all stakeholders for the Segment/Function.
• He/she will also be the custodian of all the EXCO reports for the Segment/Function.
• Keep all Executive Council members’ personnel files confidentially and fully updated.
• Assist in the recruitment and on-boarding processes for Internal Audit team.
• Assist in managing Internal Audit induction for new staff.
• Provide administrative support for the Team.
• Perform any other duties as may be assigned from time to time.

Qualifications or requirements

Knowledge, experience and qualifications required:

• University degree in Accounting, Finance or related field.
• Professional qualification in CPA will be an added advantage.
• Understanding of the audit lifecycle, governance, risk, and control concepts.

Experience needed

• 4-6 years’ experience as a Personal Assistant to a Head of Department/Division in a blue chip company preferably in a commercial environment.

• Act as the first point of contact for the Director, proactively and promptly reviewing and tracking incoming enquiries such as correspondence, telephone and in-person, and responding directly or referring to other appropriate individuals or escalating to the Director.
• Support the office of the Director Internal Audit in: audit planning and tracking.
• Monitoring audit assignment timelines and report issuance schedules.
• coordinating and collation of the Board Audit Risk & Compliance Committee (BARCC) papers.
• quality assurance documentation in line with IIA standards.
• Liaising with the risk and compliance function.
• handling whistleblowing materials, sensitive investigations and privileged BARCC documents with confidentiality
• Provides a bridge for smooth communication between the Director’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Provide sophisticated calendar management for the Director. Prioritize enquiries and requests while troubleshooting conflicts to ensure smooth day-to-day engagements.
• Organizing and coordinating all logistics for the Director’s meetings (both internal and external).
• Develop and maintain the Director’s office paper and electronic filing and information systems.
• Responsible for processing expenses, credit card returns and raising purchase requisitions and other finance related duties as directed.
• Oversee the prompt collection and delivery of incoming and outgoing mail in the Director’s office.
• Draft routine correspondence on behalf of the Director.
• Coordinate the preparation of both local and international itineraries for the Director and confirm travel bookings and hotel reservations.
• Attend Management meetings; record, summarize and timely distribution of minutes and tracking of action items where applicable.
• Coordinating events and projects by providing administrative support for all events managed by the Segment/Function.
• Maintains rapport with customers, managers, and employees by arranging continuing contacts; researching and developing new services and methods; setting priorities; resolving problem situations.
• Maintains continuity of work operations by documenting and communicating needed actions to management; discovering irregularities; determining continuing needs.
• Ensure that reports and analysis of the same are issued on a timely basis as per the agreed regularity through liaison with all relevant parties.
• Maintain efficient and effective communication channels between the Director’s office; the Board other departments and external customers to ensure professional interface and superior customer service.
• Receive and collate emerging issues from all stakeholders for the Segment/Function.
• He/she will also be the custodian of all the EXCO reports for the Segment/Function.
• Keep all Executive Council members’ personnel files confidentially and fully updated.
• Assist in the recruitment and on-boarding processes for Internal Audit team.
• Assist in managing Internal Audit induction for new staff.
• Provide administrative support for the Team.
• Perform any other duties as may be assigned from time to time.

• University degree in Accounting, Finance or related field.
• Professional qualification in CPA will be an added advantage.
• Understanding of the audit lifecycle, governance, risk, and control concepts.