Ernst & Young

1) Training Officer Support function:

LTS 

• Receive automated Exception reports from LTS Support team every Tuesday. (13 reports)
• Individual report studied for details of exceptions generated.
• Contact individual trainees regarding the exceptions requesting an explanation.
• Assess validity of exception and draw up and issue individual warnings in line with PAAB Regulations.
• Record details of warning on control sheet.
• Forward signed Warning to Talent Manager for uploading on personnel file.
• Monitor that trainees submit required SR’s and related competencies within the stipulated periods and deadlines as set out in the LTS training policy.
• Send follow-up’s/reminders to ensure compliance of submission within periods
• Draw up warnings for missed deadlines and ensure they are signed and saved.
• Monitor completion of trainees’ ANA’s by stipulated timeframe.
• Send follow-up’s/Reminders to ensure compliance of submission on time.
• Issue warnings as applicable

PAAB 

• Ensure PAAB registration documentation is completed by all new trainees.
• Check correctness of registration documentation and forward to Training Officer for review and authorising signature.
• Submit registration documentation via the TCMS system. (scan each individual application in correct order to upload on TCMS)
• Follow up with PAAB on the progress of the application and attend to any issues arising.
• Download approved registration certificates and file on individual trainees’ folders and forward to Talent Manager for filing on personnel file.
• Ensure all new trainees register themselves on TCMS system with mandatory information and details.
• Ensure all trainees’ details are correctly uploaded by all trainees on the TCMS system.
• Prepare and submit documents relating to Extensions, Suspensions, Discharges, etc. on TCMS system.
• Follow up with PAAB on all submissions
• Download Registration Certificates, Extension, Discharges, etc from the TCMS system and file on individual trainees’ files.
• Distribute discharge documentation to trainees and ensure they are correctly completed before forwarding to Training Officer for sign-off.
• Submit Discharge documentation on the TCMS system for processing.
• Follow up that trainees update their progression and upload respective certificates on TCMS continually.
• Assist with preparations for Re-accreditation reviews, ensure relevant documentation is continually uploaded/saved

SUBMISSION OF TRAININGS HELD (PRESCRIBED BY L&D TEAMS) 

• Prepare all relevant documentation as needed by L&D team on SNOW, MY HR and SuccessFactors
• Complete a variety of mandatory templates with individual facilitator and trainees details for credit awarding by L&D
• Submit completed Training documentation via Success Factors to ensure CPD points are allocated by all attendees.
• Prepare survey about facilitators, send out to all trainees, monitor responses, send reminders
• Follow up and action on submissions made.
• Pull credit report from SF for each training held and e-mail to in-country L&D team
• Attend monthly Training feedback and update meetings.
• Pull assignment reports for trainees to check compliance

NTA CLAIM DOCUMENTATION 

• Compile necessary documentation for all training for NTA Claims and update on respective Teams Folder.
• Prepare confirmation letters, course outline etc for NTA claims with facilitators, follow up on outstandings, upload on teams folder

2) SERVICE LINE SPECIFIC ADMIN 

TIMESHEETS 

• complete and submit Timehseet for Partners as requested.
• Pull and format timesheet report to check for completeness of work descriptions for each individual resource. 
• E-mail individuals who do not comply and request them to correct their timesheet.
• Draw up warnings for Timesheet violations
• Consolidate Leave on SAGE VIP system to entry on Timesheet and ensure correct leave codes are used.
• E-mail individuals who do not comply and request them to correct their timesheet and/or SAGE.
• Monitor sick leave submissions to ensure they are submitted on the first day of returning to work.
• Draw up warning if not compliant, obtain signatures and forward
• Maintain Warnings control sheet.

UN-OPEN CODE 

• Format un-open report when received for Assurance specific time
• Draw up a report of hours by client and by resource.
• Send e-mail to individuals to remind them to move their time from the unopened code as soon as code is opened.
• Follow up weekly.
• Draw up warning if not compliant, obtain signatures and forward

RESOURCE PLOTTINGS/RETAIN/PROFINDA 

• Continually (real time) ensure Retain resource bookings are updated and correctly reflected.
• Continually (real time) update manual Excel Plotting sheet with changes
• Manually update all and any leave types coming through from Sage.
• Set up and pull reports as requested by Managers.
• Arrange and attend monthly Retain update and feedback meetings.
• Adopt and implement new PRO-FINDA platform which replaces Retain when rolled out.

GLOBAL ROTATION SYSTEM 

• Log in on Retain system and attend to all requests, alerts, updates, new feeds
• Query discrepancies with Managers and Partners
• Attend Monthly GRT update/training calls.
• Update role changes when they become active, de-activate lost engagements
• Monitor Rotation rules
• Complete monthly ISQM testing on Retain Platform
• Run quarterly Portfolio confirmation for all Partners, verifying all info is correct

My Career Hub 

• Drive implementation for Assurance and CBS
• Monitor Adoption
• Provide training and assistance as needed

PARTNER SUPPORT 

• Submit external learning on Success Factors for Partners.
• Update SAICA and ICAN with CPD points for Partners.
• Manage and update Global Rotation Tool.
• Assist with travel arrangements.
• Arrange monthly Partner/Manager meetings, draw up Agenda and Minutes of the meeting for distribution, follow up on actions due
• Arrange monthly Plottings meeting to resolve conflicts on the plottings.
• Arrange Counsellor Connect Sessions.
• Arrange Assurance Family Tree sessions, arrange for Attendance registers to be available and completed for submission

AUDIT TEAMS SUPPORT & GENERAL 

• Roll AFS to next financial year as requested.
• Edit, print and compile AFS, Reports, documentation for signature and printing and distribution as required.
• Obtain respective Partner signatures for sign-off
• Scan and circulate documentation as needed
• Assist with editing and correcting documents as required.
• Distribute e-mails on RFQ to the relevant team members.
• Draw up Approach letters, Hold Harmless letters for new clients to be taken on.
• Follow up on replies to Approach letters.
• Prepare and Submit CM31 and CM29 forms to BIPA for approval. Follow up regularly
• Receive telephone calls and take messages if required.
• Mercury - Open Pursuits, Opportunities and Engagements as requested.
• Monitor study leave to ensure it is in line with policy.
• Book and arrange refreshments for training events.
• Facilitating annual archiving process.
• Assist in managing Partners’ Calendars as requested.
• Prepare purchase orders.
• Process Partners expense claims.
• Receive and forward Proposal requests
• Respond to Proposal requests where required.
• Check and process own e-mails.
• Update birthdays of all staff on Outlook
• Update list of staff with driver’s license and cars
• Stand in for Reception as needed
• Assist with setting up and cleaning up functions
• Facilitate Secret Santa annually
• Keep an eye on housekeeping matters
• Set up interviews for AM/CSE

ISQM

• Perform monthly GRT Testing, attend to discrepancies, update system, provide evidence and write up
• Perform monthly Training upload testing, upload required documentation as evidence