Ernst & Young
Doha, Qatar
The Role
Role objective: To provide assistance to the engagement teams (40-50 staff) working on various client engagements ensuring quality output as per set policy guidelines
Key responsibilities:
Organization of Engagement
• Act as central point for contact for the business operations of the engagement/practice assigned, e.g., client acceptance process coordination, family tree relationship reporting, GFIS code activity, etc.
• Verify and check engagement codes and share with the engagement team accordingly
• Monitor engagement calendar: Team planning meetings, review meetings, closing meetings and independence reviews
• Assurance only: Involvement in staffing teams (validate staffing requests and anticipate conflicts)
Team Coordination
• Update contact list of EY team members and client contacts
• Participates in engagement and/or practice team meetings and reviews items discussed and acts/plans accordingly, e.g., perform client website updates, analyzes data, etc, if required
• Arrange to send client communications
• Facilitate the setting up of meetings, conference calls, video calls including sending invitations, setting up dial in code, circulating agenda
• Coordinate with the Document Management Services team for archiving of records
• Assurance only: Coordinate the collection of audit and other statutory reports from joint auditors and other relevant authorities/parties
• Assurance only: Arrange to send deliverables, audit instructions, financial statements on behalf of the engagement team
Facilitate engagement work
• Collect all available intelligence (industry and competitor data) from EY knowledge database/client database
• Coordinate delivery of work papers and deliverables to client locations and organize collection at the end
• Prepare standard Engagement Letter/proposal templates as per instructions of the Engagement Manager/Director
• Assurance only: Facilitate and collect audit confirmation
Quality & Risk Management
• Coordinate the completion of documentation (final signed version of deliverable sign-offs)
• Coordinate all procedures related to independence such as pre-approvals for non-audit services, update or validate family tree, etc
• Detect non-approved services through analysis of GFIS and SORT, if required
• Coordinate with Q&RM and Finance team to clarify any engagement related issues and inform the Engagement Manager for action
• Assurance only: Backup and archive GAMx engagements and maintain archive GAMx multi-location archive database
• Assurance only: Maintain engagement permanent file with all mandatory documentation (as per local legislation and GAM): minutes of boards, regulatory filings, internal audit reports, etc.
Fees & Billings
• Track and monitor client billing and credit collection for portfolio and provide information to Engagement Manger/Partner
• Track and monitor engagement expenses and provide information to Engagement Manager/Partner
• Assist in preparation of budget and monitoring if required
• Assurance only: Reconcile estimates to staffing plan, if required
• Assurance only: Monitor credit collection for portfolio
• Assurance only: Monitor compliance through period review of Work in Progress (WIP) reports
• Assurance only: Assist in the preparation of fee notes and supporting analysis for fee billings
Client Liaison
• Maintains and updates sales tracking database (interaction)
• Coordinate delivery of firm publications
• Coordinate client access to firm online research tools e.g. EY Online Possesses deep knowledge of the types of services the Firm/engagement/practice provides.
• Adds value through recognition of clients and client-serving personnel.
• Coordinate client networking meetings and events
Assurance only: Coordinate with clients for inventory stock count
Additional responsibilities
• Ensure that workload within the team is distributed evenly and that priorities are met to suit changing business needs
• Manage and meet deadlines
• Provide support to other members during busy periods and in case of varying workload
Key interactions
Internal
• EY Executives and Staff
• Document Management Services Teams
• Translation Team
• Typing Team
External
• Client administrative contacts
Requirements
• A Graduate degree in commerce or business would be preferred
• A minimum of 3-5 years of experience of working as administrative assistant or coordinator
• Intermediate knowledge of Microsoft Word, PowerPoint and Excel
• Lotus Notes knowledge is an advantage
• Exposure of working within a multi-national multi-cultural corporate environment
Skills:
• Possesses deep knowledge of the types of services the Firm/engagement/practice provides. Adds value through recognition of clients and client-serving personnel. Is actively involved and knowledgeable about the services the engagement/practice is providing
• Good communication skills
• Good coordination and planning skills
• The confidence to proactively make decisions as and when required
• The confidence and ability to interact with staff at all levels
• A flexible professional approach
• A quality driven approach, consistently aiming for high standards
• Knowledge of finance
About the Company
EY is a global leader in assurance, tax, transactions and advisory services. Our 167,000 people are united by our shared values, which inspire our people worldwide and guide them to do the right thing, and our commitment to quality, which is embedded in who we are and everything we do.
EY is committed to doing its part in building a better working world for our people, for our clients and for our communities.