Legal Administrator (Tax Office) at Aspen Pharma Group

ROLE PURPOSE:

• To ensure that all administrative activities within the Group Tax Department of the company runs efficiently.

SPECIFIC OUTCOMES / ACCOUNTABILITY:

Team support:

To provide the following support in relation to the Europe Commercial and Africa Regional Tax Managers plus the TP (Transfer Pricing) Specialist:

• Assisting the team in arranging meetings, booking VC facilities and meeting rooms.
• Answering the phone for Group Tax team members when they are out of the office and ensuring the call is transferred to the GTE, RTM or Tax Specialist (“TS”), as appropriate. Alternatively, taking a message for the person and informing them of the call.
• Answering the phone for the GTE. Alternatively, taking a message for the person and informing them of the call.
• Maintaining soft copies of all documents that are generated by the Group Tax team and:
• appropriately maintaining Box; and
• ensuring all team members apply the document retention policy

Travel arrangement activities:

To provide the following support in relation to the Europe Commercial and Africa Regional Tax Managers plus the TP Specialist:

• Handling travel arrangements.

To provide the following support in relation to the Group Tax Executive:

• Handling international travel arrangements, other than when the Group Tax Executive is travelling with the Regional Tax Manager.

Maintenance of database of work created or received by the Group Tax team members

To ensure that:

• The broader team is applying the Group Tax document retention policy so that information is stored so that it is easy to retrieve.
• Access rights, including maintaining the document reflecting this, is appropriately allocated and approved by the GTE.

Maintenance of employee data and employee on-boarding and exists:

• Managing the onboarding and exit process of employees.
• Employee file maintenance.
• Leave approvals.

Tax Committee reporting:

• Preparing the Tax Committee report on a quarterly basis, one week prior to the meeting.

Safe and happy work environment activities:

• Ensuring that all equipment operates correctly and calling for repairs, as need be, and ensure all building service providers agreed service levels are consistently achieved.
• Ensuring compliance with the Occupational Health & Safety Act. 

Intra-group agreement activities:

• Maintaining a tracker of intra-group agreements on a real-time basis and ensuring all agreements are signed and saved on ACL. 

Tax advisor management activities:

• Maintaining master service level agreements with all tax advisors and maintain a tracker of agreements that are in place with tax advisors including statements of work that are entered into.
• Preparing and maintaining a list of advisors on a real time basis, with confirmations being obtained at least every six months. 

General:

• Ensuring that all responsibilities that are assigned to the office administrator are performed on time and at the appropriate standard.
• Any other work that is requested by the Group Tax Executive.

QUALIFICATIONS & EXPERIENCE: 

• Matric / Grade 12
• Administrative or Secretarial Diploma an advantage.
• 2-3yrs experience in a tax environment.
• Proficiency in MS Word, MS Excel, internet and email at an intermediate level.

SKILLS ATTRIBUTES AND KNOWLEDGE: 

• Verbal and written proficiency in English;
• Effective administrative and organizational skills;
• Ability to communicate with clients (local & international);
• Diligent;
• Ability to prioritize and co-ordinate work;
• High attention to detail;
• Initiative; and
• High level of integrity, ethical values and confidentiality.

ASPEN COMPETENCIES: 

Business

• Performance driven - ability to operate with a high level of energy, whilst remaining focused on the required outcomes
• Accountability/ownership - Employees readily accept responsibility, own decisions and achieve results despite adverse conditions

People

• Communicates effectively - Clear and transparent communication leads to clear understanding
• Deals with ambiguity/embraces change - ability to comfortably initiate change and overcome obstacles operating with a high level of flexibility

Self

• Takes action with integrity - Aspen employees must internalise the principles of the Aspen Code of Conduct and demonstrate integrity, fairness, accountability, respect, transparency and sincerity
• Demonstrates a passion for Aspen - Drives a positive perception about Aspen and builds pride through self and others