Job Description:

To provide professional administrative support to a varied portfolio of clients for which Ocorian provides services and at all times to comply with the business’ Policies and Procedures.

Main Responsibilities:

• To support the administration of a portfolio of Fund structures and other entities to ensure all activities fall within the guidelines/stipulations of the statutory or governing documents.

• To operate the monthly and quarterly distributions process for a large growing portfolio

• To monitor cash flow and prepare payments using various online banking systems

• To deal with incoming correspondence expeditiously. Reference should be made to the relevant supervisor if the demands of the correspondence exceed capabilities

• To prepare client deliverables in line with deadlines of the portfolio of clients in accordance with the agreed calendar defined for each client

• Ensure overall quality of client deliverables (e.g. resolutions, minutes) are up to required standards at all times

• Liaise with Accounting teams to ensure completion of the audit of financial statements in accordance with defined timetable

• Ensure that Ocorian policy and procedures are adhered to

• Be aware of risk exposure and promptly escalate issues arising to other members of the Management team • Become acquainted with the local regulatory and legal environment (Companies Act, Securities Act etc.) and constitutive documents of clients (LPA, constitution etc.).

• Where time allows, other duties may include providing assistance to the Fund administration team on the following: –

• Collating and reviewing client due diligence documents/information and assisting with the assessment of client credibility

• To prepare detailed attendance notes of any telephone communication and circulate to relevant members of staff

• To take responsibility for being the immediate point of contact in client relationships on matters relevant to you

• To assist with the maintenance of the accounting records and preparation of annual accounts where this forms part of the services provided by Ocorian

• To ensure that database records are input on formation/establishment (including any statutory registers or other records) and updated when circumstances change

• To undertake periodic reviews of clients’ matters in accordance with the timetable set by the Unit Head

• To ensure that during periods of absence from the office, the colleagues are informed and fully briefed of any anticipated client related matters which may arise during the period of absence. In the event that colleagues are absent from the office to undertake administration of matters allocated to colleagues as required, to ensure the needs of the client are met.

• Escalating any issues/risks arising promptly to the Unit Head where appropriate

• To maintain an awareness and understanding of applicable Regulatory requirements

• Carry out any function/activity required by the Management team or Directors from time to time.

Qualifications:

• Educated to A level or equivalent;

• ICSA, STEP, ACCA or ICAEW part qualified (at least first level completed) and/or a university degree in Administration, Law or Management from a recognised institution or any relevant field, or any professional qualification related to the Global or financial sector.

Knowledge/ Skills/ Experience:

• Ideally a minimum of 1 years’ experience in funds/trust and company administration or financial services environment.

• A comprehensive understanding and technical knowledge of funds/trust administration, Accounting and the tax implications of various structures.

• Strong IT skills.

Competencies:

• Excellent interpersonal skills and the ability to communicate effectively with clients and colleagues at all levels.

• Flexibility, energy and enthusiasm. • Ability to work under pressure and meet deadlines. • A solution driven attitude to problems.

• Ability to work using own initiative and make decisions within corporate policies.

• Good organisational skills and the ability to work methodically and accurately.

• Team spirited

Job Description:

To provide professional administration support to a varied portfolio of clients for which Ocorian provides services and at all times to comply with the business’ Policies and Procedures.

Main Responsibilities:

• To support the administration of a portfolio of Fund structures and other entities to ensure all activities fall within the guidelines/stipulations of the statutory or governing documents.

• To operate the monthly and quarterly distributions process for a large growing portfolio

• To monitor cash flow and prepare payments using various online banking systems

• To deal with incoming correspondence expeditiously. Reference should be made to the relevant supervisor if the demands of the correspondence exceed capabilities

• To prepare client deliverables in line with deadlines of the portfolio of clients in accordance with the agreed calendar defined for each client

• Ensure overall quality of client deliverables (e.g. resolutions, minutes) are up to required standards at all times

• Liaise with Accounting teams to ensure completion of the audit of financial statements in accordance with defined timetable

• Ensure that Ocorian policy and procedures are adhered to

• Be aware of risk exposure and promptly escalate issues arising to other members of the Management team

• Become acquainted with the local regulatory and legal environment (Companies Act, Securities Act etc.) and constitutive documents of clients (LPA, constitution etc.).

Where time allows, other duties may include providing assistance to the Fund administration team on the following: –

• Collating and reviewing client due diligence documents/information and assisting with the assessment of client credibility • To prepare detailed attendance notes of any telephone communication and circulate to relevant members of staff

• To take responsibility for being the immediate point of contact in client relationships on matters relevant to you

• To assist with the maintenance of the accounting records and preparation of annual accounts where this forms part of the services provided by Ocorian

• To ensure that database records are input on formation/establishment (including any statutory registers or other records) and updated when circumstances change

• To undertake periodic reviews of clients’ matters in accordance with the timetable set by the Unit Head

• To ensure that during periods of absence from the office, the colleagues are informed and fully briefed of any anticipated client related matters which may arise during the period of absence. In the event that colleagues are absent from the office to undertake administration of matters allocated to colleagues as required, to ensure the needs of the client are met.

• Escalating any issues/risks arising promptly to the Unit Head where appropriate

• To maintain an awareness and understanding of applicable Regulatory requirements

• Carry out any function/activity required by the Management team or Directors from time to time

Qualifications:

• Educated to A level or equivalent;

• ICSA, STEP, ACCA or ICAEW part qualified (at least first level completed) and/or a university degree in Administration, Law or Management from a recognised institution or any relevant field, or any professional qualification related to the Global or financial sector. Knowledge/ Skills/ Experience

• Ideally a minimum of 1 years’ experience in funds/trust and company administration or financial services environment.

• A comprehensive understanding and technical knowledge of funds/trust administration, Accounting and the tax implications of various structures.

• Strong IT skills.

Competencies:

• Excellent interpersonal skills and the ability to communicate effectively with clients and colleagues at all levels.

• Flexibility, energy and enthusiasm.

• Ability to work under pressure and meet deadlines.

• A solution driven attitude to problems.

• Ability to work using own initiative and make decisions within corporate policies.

• Good organisational skills and the ability to work methodically and accurately.

• Team spirited.

 

 

Role and responsibilities of the job position:

• Arranging for formation of global business companies, trusts, foundations, partnerships, funds and administration of such entities.
• Administration of a portfolio of client entities daily with direct contact with clients and reporting back to the Senior Trust and Corporate Administrator.
• Ensuring compliance with legislation, legal documentation, trust deed, company constitution, policy    and procedures.
• Arranging for and attend annual meetings of trustee and board of client companies.

Criteria & Experience required:

• STEP qualified, Degree in Finance and Law, Degree in Management.
• Minimum 2 years in the global business sector
• Excellent command of written and spoken English
• Ability to be multitask, prioritise and manage time effectively.
• Knowledge of NavOne would be an asset.
• Ability to work under pressure and meet tight deadlines.
• Demonstrate good time management, prioritisation and organisational skills.
• Good written and verbal communication skills.
• Good numerical and analytical skills.

Role and responsibilities of the job position:

• Preparation and posting final bookkeeping entries required for producing Financial Statements and Management Accounts.
• Support month end and year end close process.
• Assist in the preparation of VAT returns and other returns.
• Prepare and post accounts payables and receivables and any bank transactions for the
internal accounting portfolio.
• Provide information for audits and attending to internal and external auditor’s queries.
• Assist the Management Accountant in any other accounting duties.

Criteria & Experience required:

• Holds or studying towards ACCA or any accounting qualification.
• Minimum of 3 years of accounting experience.
• Knowledge of general accounting principle (IRFS).
• Knowledge of technical accounting skills as well as applicable laws and regulations.
• Ability to work under pressure and meet tight deadlines.
• Demonstrate good time management, prioritisation and organisational skills.
• Good written and verbal communication skills.
• Good numerical and analytical skills.

Job Purpose:

A client accountant is responsible for managing the financial accounts of clients and ensuring
compliance with relevant laws and regulations.

Main duties:

• Preparing and maintaining accurate financial records for clients
• Managing client accounts and ensuring timely payments
• Reconciling bank statements and other financial records
• Preparing tax returns and other financial reports
• Providing financial advice and guidance to clients
• Resolving financial discrepancies and ensuring compliance with relevant regulations
• Communicating with clients and responding to their inquiries
• Collaborating with other teams such as tax and audit teams
• Staying up-to-date with changes in tax laws and regulations

Qualifications:

• Bachelor’s degree in Accounting and Finance, or a related field
• Relevant certifications, such as ACCA

Skills:

• Strong communication and interpersonal skills
• Ability to build and maintain relationships with clients
• Excellent problem-solving and analytical skills
• Ability to work independently and as part of a team
• Attention to detail and accuracy
• Proficiency in relevant software and systems
• Strong negotiation and sales skills
• Ability to multitask and prioritize

Expertise:

• 1-3 years of experience
• Knowledge of the industry and the company’s products or services
• Understanding of the client’s business needs and challenges
• Ability to provide value-added solutions and advice
• Experience in client relationship management
• Knowledge of sales and marketing techniques
• Ability to manage client expectations and resolve issues effectively

The Company reserves the right to vary or amend the duties and responsibilities of the post holder
at any time according to the needs of the Company’s business.
The statements contained in this job description reflect general details as necessary to describe the
principal functions of this job, the level of knowledge and skill typically required and the scope of
responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals
may perform other duties as assigned, including work in other functional areas to cover absences,
to equalize peak work periods or otherwise to balance the workload.

Job Purpose:
The Trust and Corporate Support Administrator will be responsible for providing administrative support to the Trust and Corporate Services team, as well as assisting with the day-to-day operations of the department. The ideal candidate will have excellent communication skills, a professional demeanour, and the ability to multitask in a fast-paced environment.

Main duties:

• Provide administrative support to the Trust and Corporate Services team, including scheduling meetings, preparing documents, and            managing calendars
• Maintain accurate and up-to-date client files and records
• Assist with the preparation of trust and corporate documents
• Respond to client inquiries in a timely and professional manner
• Coordinate with other departments to ensure the smooth operation of the Trust and Corporate Services department
• Manage incoming and outgoing emails
• Perform other duties, as needed, to support the Trust and Corporate Services department.

Qualifications:

• Bachelor’s degree in Business Administration or a related field
• 2-3 years of experience in a similar role
• Excellent communication and customer service skills
• Strong organizational and multitasking abilities
• Proficiency in Microsoft Office, including Word, Excel, and Outlook
• Knowledge of trust and corporate laws and regulations
• Ability to work independently with minimal supervision.

Skills:

• Excellent verbal and written communication skills
• Strong organizational and multitasking abilities
• Ability to work well under pressure and in a fast-paced environment
• Proficiency in Microsoft Office and other office software
• Strong attention to detail and accuracy.

Experience:

• 2-3 years of experience in a similar role
• Experience working in a fast-paced environment
• Experience with trust and corporate documents and regulations
• Experience with Microsoft Office and other office software.

The Company reserves the right to vary or amend the duties and responsibilities of the post holder
at any time according to the needs of the Company’s business.
The statements contained in this job description reflect general details as necessary to describe the
principal functions of this job, the level of knowledge and skill typically required and the scope of
responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals
may perform other duties as assigned, including work in other functional areas to cover absences,
to equalize peak work periods or otherwise to balance the workload.

Job Purpose:

Responsible for handling the corporate secretarial work of a portfolio of clients.

 

Main duties:

• Handling the corporate secretarial work of a portfolio of clients & attending to client queries promptly with a high service standard ensuring ownership through to completion;
• Preparing and organizing board documents efficiently and promptly & Attending board and other meetings as required;
• Ensuring compliance with anti-money laundering procedures, working closely with the
  compliance team for the proper due diligence in gathering all the necessary data and information for a full new client review;
• Proactively resolve clients’ moderate to complex issues and escalate as required;
• Liaise with external parties such as bankers, auditors, lawyers’ regulatory bodies, and related authorities for permits and licenses;
• Coach junior members of the team in all areas of their work;
• Maintaining proper and complete files for each client (physical file and OVP);
• Daily and effective input on timesheet or any time management system &ensure that the required information is uploaded and updated on    the relevant internal systems in place & monitor the debtors list;
• Act as Authorised Signatory of STML & STSML, Bank Signatory on STML, and Director on STML’s corporate structure (mainly GBC);
• Any other cognate duties that may from time to time be required which are appropriate to the role and business requirements.

 

Qualifications:

• Bachelor’s degree in business administration, finance, or a related field
• Relevant professional certifications, such as STEP or ICSA

 

Experience:

• 5-7 years of experience in trust and corporate administration;
• Knowledge of relevant laws and regulations;
• Experience managing client relationships.

 

Skills:

• Strong communication and interpersonal skills
• Attention to detail and accuracy
• Ability to multitask and prioritize
• Proficiency in relevant software and systems
• Analytical and problem-solving skills
• Understanding of financial statements and accounting principles
•  Ability to work independently and as part of a team.

 

The Company reserves the right to vary or amend the duties and responsibilities of the post holder at any time according to the needs of the Company’s business. The statements contained in this job description reflect general details as necessary to describe the
principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences, to equalize peak work periods or otherwise to balance the workload.

 

Job Purpose:

The Trust and Corporate Administrator will provide administrative support to clients who have
established trusts, companies, or other legal structures for the purpose of managing their assets.
The Trust and Corporate Administrator is responsible for ensuring compliance with legal and
regulatory requirements, managing corporate records, and providing support to clients as needed.

Main duties:
• Handling the corporate secretarial work of a portfolio of clients &attend to client queries in a
timely manner with a high service standard ensuring ownership through to completion.
• Preparing and organizing board documents efficiently and in a timely manner & Attending
board and other meetings as required.
• Ensuring compliance with anti-money laundering procedures, working closely with
compliance team for the proper due diligence in gathering all the necessary data and
information for a full new client review.
• Liaise with external parties such as bankers, auditors, lawyers and regulatory bodies and
related authorities for permits and licences

Qualification, Experience and Skills:

• Bachelor’s degree in finance, accounting, or a related field
• At least 5-8 years of relevant experience in investment management
• Experience delivering training
• Strong analytical and financial analysis skills
• Excellent communication and interpersonal skills
• Ability to manage multiple projects and deadlines effectively
• Knowledge of industry regulations and compliance requirements
• Professional certification is a plus

The statements contained in this job description reflect general details as necessary to describe the
principal functions of this job, the level of knowledge and skill typically required and the scope of
responsibility.

JOB SUMMARY:

• Under the direction of the reporting lines, the fund administrator is involved in the setting up and
administration of various types of closed-end fund structures, investor on boarding and customer due diligence.

KEY RESPONSIBILITIES:

• Fund Administration duties including but not limited to corporate secretarial functions, the
preparation of meetings, drafting of minutes/resolutions, instructing payments, undertaking
regulators periodic risk reviews;
• Set up of open ended funds, closed-end funds structured as companies / limited partnerships, CIS
Managers and GBC 1 / GBC 2 SPV’s;
• Conduct closings for closed-end funds / admittance of investors and undertaking customer due
diligence;
• Prepare capital calls / drawdown notices and having same approved by the Board / GP;
• Maintain drawdown trackers and updating share registers;
• Prepare written resolutions for the approval of transactions (including investments / restructuring /
disposal of investment etc.);
• Prepare Board packs including arranging and assisting Board meetings (preparation of minutes and
follow up on matters arising);
• Prepare and process monthly and ad-hoc payment instructions both manually and on internet
banking;
• Circulate quarterly management accounts / capital account statements to investors;
• Provide a high standard of customer service for existing and potential clients;
• Responsible for a portfolio of clients as assigned by the Manager and acting as the direct point of
contact;
• Ensure all transactions pertaining to the management of the clients’ affairs are executed timely and
efficiently;
• Liaise with external parties such as Bankers, Auditors, Lawyers and Regulatory bodies;
• Develop and maintain relationships with internal departments of the Company including Client
Services, Compliance, & Accounting to timely and effectively support the clients’ activities;
• Communicate effectively with all levels of management, other departments, business areas and
clients;
• Maintain accurate data for all client enquiries and regularly update personal workload;
• Follow up on client correspondence such as letters, faxes, emails, client telephone calls;
• Maintain comprehensive and up to date client, business and transaction records on interaction with
clients at all times;
• Document filing, update client information on relevant internal systems;
• Arranging and attending calls/ conference calls to assist clients and compile, draft and distribute
minutes of meetings;
• Daily and effective input on RTG or any time management system;
• Attend client meetings with Manager as and when required;

• Ensure that necessary filings as per the Companies Act 2001, Securities Act 2005 and CIS Regulations
2008 are made within the prescribed deadline;
• Ensure compliance with internal systems, procedures and processes;
• Inputting data on a specialist funds software (E-Front) and to make optimum use of the software as
and when/where required;
• Preparation of NAV;
• To track and provide guidance on the deliverables of the administrative assistant;
• Additional tasks that may from time to time be required which are appropriate to the role and business requirements.

REQUIREMENTS:
▪ Degree in Accounting/Finance or either ACCA/ICSA qualified or partly completed;
▪ 2 – 3 years of working experience in a similar position in a Management Company;
▪ Relevant hands-on experience on Closed End Funds;
• Comprehensive knowledge and understanding of;
o Legal and Regulatory framework, including Codes, FIAMLA Act, GBC, AC and KYC
Standards;
o Company Secretarial duties and Board matters;
o Corporate and Trust Administration Functions, Compliance and Good Governance
principles;
• An excellent mastery of the regulatory laws involved in servicing a variety of clients with portfolios of various complexities.

SKILLS:
▪ Good analytical and problem solving skills;
▪ Good Knowledge of legal & regulatory framework, finance principles and reporting;
▪ Proficient in Ms. Excel, Word, PowerPoint & Outlook;
▪ 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 fast moving, demanding, high-pressure environment;
▪ A high level of accuracy and attention to detail;
▪ 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;
▪ Ability to maintain high level of confidentiality;
▪ Computer Literate: Ms. Office Word, Excel, PowerPoint & Outlook.
▪ Is autonomous, self-disciplined and can productively work remotely;
▪ Can operate in a fast moving, demanding and high-pressure environment

Job Description:

Under the direction of the reporting lines, the Team Leader is responsible for the administration and
supervision of private equity fund structures.
In line with the set quality standards, the Team Leader acts as the quality controller by undertaking thorough
reviews of client files and transactions prior to delivery. On the advisory front, the Team Leader ensures that
solutions provided to clients are appropriate, compliant, and as per company standards. The latter actively
supports the Manager and Head of Fund & Investor Services in driving the team by effectively coaching,
motivating, training and ultimately retaining employees.

Key Responsibilities:

• To ensure Clients’ satisfaction and delivery.
• To be the point of contact for clients as appropriate.
• To liaise with clients and other parties on technical matters.
• To attend to queries of new and existing clients including funds and other structures.
• To monitor and chase debtors recovery and able to track additional services for extra billing.
• To promote positive attitude and develop team spirit.
• Perform a series of critical supervisory functions that include, but are not limited to the following:
o Train, guide, and coach team members on technical aspects of the job to ensure readiness to
deliver work;
o Assign and monitor task of each team member to ensure a fair balance of workload and timely
delivery;
o Review work of team members and take corrective measures as necessary to ensure high
quality output;
o Assist Manager and Head of Fund & Investor Services in conducting performance reviews of
fund administrators/accountants and other juniors;
o Monitor client feedback/complaints and take the lead in resolving issues of varying
complexities promptly, in order to the provide them with an improved quality and high standard of     service;
o Ensure that the 24 hours policy is complied with in respect of client’s response;
o Ensure a hassle free and productive board/client meeting by directing the team to proactively
plan, organise and coordinate all pre-meeting information and documentations;
• To work on incorporation of Funds, CIS Managers, Investment Advisers and other licensees, GBC
1 entities and Authorized Companies and to liaise and follow up with relevant authorities.
• Proactively resolve clients’ issues and escalating as required.
• Prepare quotes and pitches for new business.
• To prepare and/or monitor the organization of Board, Committee and Shareholders’ meetings and
ensure that notice and agenda and Board packs are properly drafted and sent to clients and
attending Board meetings as required.
• To draft and/or review minutes of meetings and resolutions including coaching of junior staff with
minutes drafting skills.
• To give support to staff in organizing and maintaining of statutory records.
• To perform and/or help staff in administrative and company secretarial duties on behalf of clients.

JOB PROFILE:

• To ensure and/or monitor that proper filings, scanning of statutory files and updating of
information on system are being done.
• Ensure compliance with internal systems, procedures and processes.
• To be well versed with capital call/distribution workings and provide assistance with equalization
and capital re-balancing workings.
• Circulate quarterly management accounts / capital account statements to investors.
• Assist the accounting team for the finalization and filing of annual audited financial statements.
• To handle and/or assist Manager/Assistant Manager in coaching junior staff.
• To follow internal procedures and deliver according to clients’ SLAs and to perform any other
related duties.
• To ensuring that all entities are in compliance with all relevant laws, licensing conditions,
regulations and guidelines and that deadlines are met.
• Any other cognate duties that may from time to time be required which are appropriate to the
role and business requirements.
• To ensure accuracy and quality checks on all deliveries by the team

BROADER CONTRIBUTION

• Support the Manager and Head of Fund & Investor Services in driving cross selling initiatives
through networking, events, social gatherings to entertain clients, aiming to foster and maintain
business relationships.
• Develop, nurture, promote and maintain an active communication with clients, stakeholders,
team members by maintaining regular contact or conducting regular meeting with the parties as
applicable;
• Engage with subordinates in a cordial manner to ensure a motivated workforce, thus, contributing
to creating and sustaining a healthy work culture;
• Adopt a collaborative approach in managing subordinates and display empathy in coaching and
guiding the team to perform optimally;
• Cultivate a positive reinforcement attitude towards team members by providing constant
constructive feedback, on the job recognition/appreciation for achievements and display tact
when taking corrective measures;
• Contribute to the overall company’s training initiatives by preparing resources and facilitating
training sessions on relevant topics, thus adding value in shaping a competent workforce;
• Perform any other mutually agreed functions and responsibilities.
Key Requirements
• Either a Degree in Law and Management, Management, Business Administration, or a Professional
Qualification (ICSA/ACCA/STEP);
• 6+ years of working experience within the offshore sector with at least 2 years’ experience in a
supervisory role;
• Comprehensive knowledge and understanding of;
o Legal and Regulatory framework, including Codes, FIAMLA Act, GBC, AC and KYC
Standards;
o Company Secretarial duties and Board matters;
o Corporate and Trust Administration Functions, Compliance and Good Governance
principles;
• An excellent mastery of the regulatory laws involved in servicing a variety of clients with portfolios
of various complexities

Key Skills
• Excellent company secretarial skills with the ability to draft and review complex resolutions,
minutes and other relevant documents;
• Critical thinker and doer with the ability to solve complex problems and take challenging and
effective decisions;
• A fluent and tactful communicator able to converse in both English & French, orally and in
writing;
• Is agile, autonomous, self-disciplined and can productively work remotely;
• Has a positive attitude with excellent people skills;
• Has the ability to promote cohesion and team spirit;
• Inspires respect and display emotional intelligence in handling conflicts;
• Shows integrity and transparency at all times;
• Has excellent customer service skills;
• Has strong planning, organizing, and coordinating skills backed by sound time management
skills;
• Is highly accurate and attentive to detail and focus on delivering excellent services at all times;
• Can juggle between priorities and multiple assignments efficiently to deliver within set
deadlines;
• Has the ability to motivate and drive the team to efficiently deliver;
• Is a team player with the ability to promote cohesion and team spirit;
• Is autonomous, self-disciplined and can productively work remotely;
• Can operate in a fast moving, demanding and high-pressure environment.