Operational Assistant in External Legal Counsel Management
il y a 2 semaines
Operational Assistant in External Legal Counsel Management (H/F/X)
Job Description:
Purpose:
You will be responsible for the smooth running of activities and processes related to the retention of external legal counsel by providing operational support to the members in the Legal Service.
You will assist in the reporting and budget monitoring related tasks on a timely and well-coordinated manner to support the achievement of the Legal Service department.
Operating Network:
Under the daily supervision of the Principal Operational assistant, you will be in direct contact with the Legal Service at large and ensure close cooperation with all team members as well as other internal and external counterparts.
Furthermore, you will collaborate with numerous other services, in particular with transversal functions such as the Finance Control, SPA and Mandate Management.
Responsibilities:
You will provide comprehensive operational support and will have the following responsibilities:
- Reviewing and controlling the payment of invoices and reconciliation of budgetary data procedures;
- Drafting retention letters and creating requisitions in PeopleSoft;
- Coordinate with internal and external counterparts in relation to retentions, purchase orders, invoices;
o Flag any potential critical situation with counterparties, as appropriate;
o Control expenses, including re-invoicing, at deal and mandate level;
o Assist in providing annual accruals to Finance/Accounting teams;
o Perform regular controls and assist in monitoring and maintaining all required payment records;
- Contribute to the financial planning and budgeting analysis and provide update to Heads of Division on budget monitoring;
- Collating required financial data and reports for analysis to facilitate decision making and insight to Heads of Division (performance budget analysis along with budget forecast, KPIs related to invoices);
- Review existing processes and proactively propose areas for improvement and automation;
- Contribute to audit requests;
- Act as back-up to the Principal Operational assistant.
Qualifications:
- Secondary level education.
- Minimum 2 years' operational experience in a financial or audit environment and understanding of financial/legal documentation;
- Thorough knowledge of the IT standard office tools, notably Excel, Words and of the software applications/databases and reporting tools used in the division – notably PeopleSoft Financials;
- Rigorous and proven ability to exercise initiatives, work to tight deadlines and handle multiple competing priorities;
- Good verbal and written communication skills and maintain excellent client relationship at all times;
- Fluent in English; French or any additional EU language would be an advantage;
- Developed sense of discretion and confidentiality.
Interested in joining a European Institution? Please apply on line.
Your application will be treated with the strictest confidentiality.
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