Executive Assistant & Area Records Management Coordinator at British American Tobacco plc

British American Tobacco plc (informally BAT) is a British multinational tobacco company headquartered in London, United Kingdom. It is one of the world’s five largest tobacco companies. BAT has a market-leading position in over 50 countries and operations in around 180 countries. Its four largest-selling brands are Dunhill, Lucky Strike, Kent and Pall Mall, with others including Kool, Benson & Hedges and Rothmans.BAT has a primary listing on the London Stock Exchange and is a constituent of the FTSE 100 Index. As at 6 July 2012 it had a market capitalisation of £65.6 billion, the sixth-largest of any company listed on the London Stock Exchange. It has a secondary listing on the Johannesburg Stock Exchange.Job Title:Executive Assistant & Area Records Management CoordinatorJob 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 AccountabilitiesBusiness 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 resourcesDevelop 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 competencyResponsible 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 requiredUsing 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 professionalismPeopleEffectively interface with the Executive Assistants of the West Africa Area Leadership Team to achieve targetsEffective relationship with and Role Model to Executive Assistants within BAT and in other companiesDevelop self through training, learning and development opportunitiesIdentify areas for improvement and execute improvement plans as requiredArea Records Management Coordinator Key AccountabilitiesPurpose StatementTo 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 proceduresDimension    Detail    QuantityStaff    Indirectly managing Records Management Functional coordinators in the Nigeria Area    30Key AccountabilitiesOperations/Professionals/BusinessKCC 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.ManagementCreate 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 AreaLeadershipTraining and Review Meetings and Manage Schedules, Control lists, etcAssist the Legal Counsel and Records Management Coordinators in implementing the RMPEnsure 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 recruitsAssist the Records Management Coordinators in producing the Nigeria Area office schedules and trainingDevelop 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 ManagementRelationshipRelationship with Records Management Coordinators, Review Teams, etcDevelop 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 proceduresWork 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.   InnovationRecords Management ProjectsExecute 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. 

Apply at https://ngcareers.com/job/2016-11/executive-assistant-area-records-management-coordinator-at-british-american-tobacco-plc-19/