DEPARTMENT: Fund Services

DIVISION: Institutional Client Services

WORKPLACE STRUCTURE: Hybrid

Role Overview

PURPOSE OF JOB

The role reports into the Manager within the department and based in Mauritius. The main purpose of the team is to support the administration of the Cayman fund clients.

The Senior Administrator will be a team contact within the Cayman TA team and will:

• Pro vide support to the Senior Management team within TA and Funds department.
• Ensure accurate maintenance of Shareholder Registers for open ended funds administered by JTC.
• Be involved in responding to all TA team queries and requests and ensuring quality control, adherence to policies, procedures and SLAs and outperformance of operational deadlines and client service delivery.

Main Responsibilities And Duties

• Respond to all queries and requests received via telephone, Teams and email effectively and accurately while delivering exceptional internal service.
• Timely and accurate capturing, execution and settlement of all investor subscription, redemption, stock transfer, conversion and switch transactions and any other fund activities as it arises.
• Ensure the accurate control, input and monitoring of all client dealing instructions in line with operational procedures.
• On-board new funds and other fund activity events as the need arises – fund/ share class launches and closures, mergers, conversion activity etc.
• Record Investor tax classification information.
• Ensure the take-on and establishment of new accounts occurs in a timely manner.
• Ensure that the database and underlying KYC and core static data is accurate and up to date in line with departmental procedures.
• Process and quality check Investors Transfer instructions within agreed turnaround times and retain records of outstanding or missing transfer information.
• Instruct the share dealing related cash movements to the relevant custodians.
• Timely dispatch of contract notes within regulatory requirements ensuring all requirements are fulfilled.
• Support of bulk mail and operational projects.
• Produce and administer payment processes.
• Understand the system and drive efficiencies and risk-reduction initiatives within the system and processes.
• Train new team members as required.
• Ensure that all JTC policies and procedures are adhered to and guarantee efficient and prompt query resolution.
• Actively participate in team initiatives such as procedure documentation and system testing.
• Work to achieve team and department goals
• Escalate all breaches and complaints immediately upon discovery.
• Adhere to all JTC Risk & Associate Compliance procedures in relation to regulatory requirements and AML legislation.
• Act as signatory on client bank accounts.
• Adhere to JTC core values and expected behaviours, and any other duties as deemed necessary by Management.

Essential Requirements

• Degree or other relevant qualification.
• Ability to review and resolve complex issues working under pressure meeting challenging deadlines.
• Customer Service experience.
• Excellent planning and organisation skills with a flexible approach to work and an ability to work on own initiative.
• MS Excel and ability to learn systems used within the business.
• Knowledge of collective investment scheme administration and multi-jurisdictional regulatory requirements.
• Effective verbal reasoning and numeric skills.
• Knowledge of fund, corporate and offshore structures.

DEPARTMENT: Private Client

DIVISION: Private Client Services

WORKPLACE STRUCTURE: Hybrid

Role Overview

Delivery of accountancy services to a very large portfolio of private client structures/entities for a single client.

Services include a range of activities including traditional accounting services such as reconciliation, bookkeeping, trial balance preparation, financial statement preparation, financial statement review as well as some additional services such as bank statement sourcing, valuation input, monthly valuation generation.

The team uses technology to automate some bookkeeping activities, so oversight/reconciliation of automated activities is also undertaken on the team.

This is a large volume client and timely delivery, and a high standard of service is required.

PURPOSE OF JOB

To perform allocated tasks in line with instructions and guidance provided to contribute to the service delivery to the client.

Main Responsibilities And Duties

• Update of information in key systems as instructed, this could include bank statements, transactions, valuations.
• Data entry or data sourcing tasks as instructed by team manager, i.e. obtaining statements or entering key statement data into systems.
• Complete basic bookkeeping tasks and reconciliation of information between JTC systems and 3rd party statements.
• This will require good attention to detail and strong numeracy skills.
• Raise queries immediately with team manager to ensure timely resolution of matters arising.
• Adhere to JTC core values and expected behaviors.
• Any other duties as deemed necessary by Management.

Essential Requirements

• Good attention to detail.
• Strong analytical skills.
• Good numeracy.
• Good IT skills – working experience of Excel is essential.
• 1-2 years industry experience.

DEPARTMENT: Fund Services

DIVISION: Institutional Client Services

WORKPLACE STRUCTURE: Hybrid

Role Overview

PURPOSE OF JOB

As the Administrator, you will be responsible for the accurate maintenance of Shareholder Registers for open ended funds administered by JTC in Cayman. You will be involved in unit dealing, responding to all client queries and requests and ensuring quality control, adherence to policies, procedures and SLAs and out performance of operational deadlines and client service delivery.

Main Responsibilities And Duties

• Respond to all investor/client queries and requests received via telephone, post, fax or email effectively and accurately while delivering exceptional client service.
• Timely and accurate capturing, execution and settlement of all investor subscription, redemption, stock transfer, conversion and switch transactions and any other fund activities as they arise.
• Ensure the accurate control, input and monitoring of all client dealing instructions in line with operational procedures.
• On-board new funds and other fund activity events as the need arises – fund/ share class launches and closures, mergers, conversion activity etc.
• Record Investor tax classification information.
• Ensure the take-on and establishment of new accounts occurs in a timely manner.
• Ensure that the database and underlying KYC and core static data is accurate and up to date in line with departmental procedures.
• Process and quality check Investors Transfer instructions within agreed turnaround times and retain records of outstanding or missing transfer information.
• Instruct the share dealing related cash movements to the relevant custodians.
• Timely dispatch of contract notes within regulatory requirements ensuring all requirements are fulfilled.
• Support of bulk mail and operational projects.
• Produce and administer payment processes.
• Understand the system and drive efficiencies and risk-reduction initiatives within the system and processes.
• Train new team members as required.
• Ensure that all JTC policies and procedures are adhered to and guarantee efficient and prompt query resolution.
• Actively participate in team initiatives such as procedure documentation and system testing.
• Work to achieve team and department goals.
• Escalate all breaches and complaints immediately upon discovery.
• Adhere to all JTC Risk & Associate Compliance procedures in relation to regulatory requirements and AML legislation.
• Adhere to JTC core values and expected behaviours, and any other duties as deemed necessary by Management.

Essential Requirements

• Degree or other relevant qualification.
• Ability to review and resolve complex issues working under pressure meeting challenging deadlines.
• Customer Service experience.
• Excellent planning and organisation skills with a flexible approach to work and an ability to work on own initiative.
• MS Excel and ability to learn systems used within the business.
• Knowledge of collective investment scheme administration and multi-jurisdictional regulatory requirements.
• Effective verbal reasoning and numeric skills.
• Knowledge of fund, corporate and offshore structures.

• Handle a portfolio of new clients for onboarding;
• Oversee and review all deliverables of Associate Client Onboarding Executives and Client Onboarding Supports and ensure all is getting done on a timely basis;
• Coaching and grooming of Associate Client Onboarding Executives and Client Onboarding Supports;
• Work with Senior BD executives and Associate Director Business Development on how to enhance relationship with referral partners and new clients;
• Perform and oversee general clerical duties to include, but not limited to, copying, faxing, mailing and filing;
• Lead with the team in preparing the incorporation packs for the setting up of new companies and legal entities;
• Liaison and follow ups with client for the onboarding process, under the direct supervision of the reporting line
• Lead in the preparation of quotes through research and compilation of data;
• Prepare responses to correspondence containing routine inquiries;
• File and retrieve organizational documents, records and reports physical files & on DMS;
• Create and modify documents such as reports, memos, letters, spreadsheet etc.;
• Liaise with the relevant authorities such as the ROC, Registrar General & the FSC in an effective and efficient manner;
• Lead in setting up, coordinating and making arrangements for meetings and conferences;
• Prepare agendas and meeting packs;
• Inputting of data on the relevant internal systems- scan and upload documents on any relevant system in place;
• Updating of information on all the relevant systems in place on a regular basis;
• Liaison with accounting department to prepare invoices and send to clients;
• Daily and effective input on timesheet or any time management system;
• Provide any other assistance and support under the direction of the reporting line, as may be required regularly, to the Client Onboarding, Business Development and Marketing department
• Prepare any related action items under the direction of the supervisor;
• Any other cognate duties that may from time to time be required which are appropriate to the role and business requirements.

Requirements

• Strong academic qualification related to the Financial Services industry such as Law, Accounting, Finance and tax or a Professional Qualification (ICSA/STEP);
• Experience in the legal or financial services sector for at least 3 years
• Strong experience in setting up of legal structures in Mauritius (at least 2-3 years)
• Good Knowledge and understanding of
  • Legal and Regulatory framework, including Codes, FIAMLA Act, GBC, AC and KYC Standards;
  • Company Secretarial duties and Board matters;
  • Corporate and Trust Administration Functions, Compliance and Good Governance principles;
• Good understanding of the regulatory laws involved in servicing a variety of clients with portfolios of various complexities.
• Experience in international structuring through the use of International Financial Centers
• Good experience in promoting Mauritius as an IFC
• Good understanding of legal structures and of their use in the Mauritius IFC

Skills

• A good understanding of setting up of legal structures in Mauritius and understand the full process accurately
• A strong leader with the proven ability to build strong relationships with relevant parties
• Has excellent customer service skills;
• Has strong planning, organizing and coordinating skills backed by sound time management skills;
• Is analytical and is able to produce accurate, clear and concise work;
• Can juggle between priorities efficiently to deliver within set deadlines;
• Is committed, confident and results-oriented;
• Display sound judgement when resolving issues and taking decisions;
• Has excellent written and verbal communications skills in both English and French;
• Is a team player and can collaborate effectively with stakeholders;
• Is autonomous, self-disciplined and can productively work remotely;
• Is able to operate in a fast moving, demanding and high-pressure environment;
• Is a quick learner with the ability to apply knowledge appropriately.
• Highly organized with an independent personality that is effective and working independently and in a team environment.

• Perform accounting function for client entities, paying particular attention to agreements, contracts and other documents signed by an entity;
• Assist in liaising with the appointed auditors to complete the audit of financial statements;
• Statutory Return: Prepare and submit all statutory returns as and when they fall due (quarterly computations & filing; upload returns on MNS and arrange for electronic filing; Quarterly filing of CIS managers/corporate & APS tax filing etc.);
• Filing within prescribed deadline: File audited financial statements& financial summaries with FSC,ROC or MRA where applicable; required filings with MRA PAYE/VAT/NPS/TDS, filings with BOM;
• Provide assistance to other members of the Team.
• Responsible for a portfolio of clients and acting as the direct point of contact for accounting matters;
• Ensure all transactions pertaining to the management of the clients affairs are executed timely and efficiently;
• Co-ordinate and resolve all fund-related issues;
• Attend to client queries in a timely manner with a high service standard ensuring ownership through to completion;
• Provide a high standard of customer service to clients;
• Proactively resolve clients issues and escalating as required;
• Maintaining proper and complete file for each client physical as well as on the DMS;
• Ensuring that the required information are uploaded and updated on the relevant internal systems in place;
• Dealing with enquiries by email and by telephone, supplying information relating to funds portfolios;
• Ensure compliance with anti-money laundering procedures;
• Daily and effective input on time sheet or any time management system;
• Attend client meetings with senior/Manager as and when required;
• Ensure compliance with internal systems, procedures and processes;
• Input data on a specialist funds software (Paxus, Nav One or any other which may be in place from time to time) and accounting software (Pastel) and make optimum use of the software as and when/where required;

Requirements

• Good analytical and problem solving skills;
• Good Knowledge of legal & regulatory framework, finance principles and reporting;
• Fairly conversant with IFRS;
• Computer Literate: Ms Office Word, Excel, PowerPoint & Outlook;
• Very customer focused;
• Numerate and analytical skills – capable of evaluating complex financial information;
• Accurate and methodical, with great attention to detail;
• Excellent written and verbal communication skills – ability to draft effective communications (emails, letters, memos, instructions) with good grammar, spelling & proofreading skills;
• Strong organizational and multi-tasking skills;
• Ability to work in a dynamic, demanding, high-pressure environment;
• Highly motivated with the ability to work well as an individual and from their own initiative as well as being able to work in a team environment;
• Exceptional organization and time management skills;
• Good judgement and decision-making skills;
• Ability to meet deadlines;
• Ability to maintain high level of confidentiality.