Compliance Administrator at Pam Golding Properties

Main Purpose of the Job    

• To assist the Branch Manager and Agents, ensuring that the PGP Compliance Framework is implemented and adhered to in its operations and every transaction. To ensure adherence to the Group POPIA policy by ensuring that during the course of their activities branches are collecting, storing and processing personal information in an appropriate and lawful manner.

Key Responsibilities    
Responsible for the administration and implementation of the compliance framework and process in the branch. This includes:

• Administration of the FICA process in the branch, including reviewing FICA requests, respond to FICA queries and maintaining FICA registers where relevant;
• Conduct PEP, PIP, Sanctions and Adverse Media Screening on required parties (clients / counterparties;
• Review risk ratings and ensure management control forms are completed for once off and ongoing transactions;
• Ensure that suspicious activities/transactions are escalated to management/Group Compliance timeously;
• Fulfil client identification and verification requirements, including ongoing due diligence for business relationships;
• Assess KYC documents and request additional information if required;
• Record Keeping: Ensuring that complete, correct and relevant documents are filed in Sales Files on Alchemy and/or retained in other designated record retention systems for the requisite period;
• Ensure that offsite storage arrangements for branches are communicated to the Compliance department
• Ensuring that the office is using the correct and most up to date forms / contracts / letterheads;
• Ensure that there is compliance in terms of Annexure 1 and that that copies of branch agents and staff are sent to HR;
• Ensure that TFS and UNSC screening of clients/counterparties are performed and that the records are saved on alchemy;
• Review cash deposits to ensure that CTR’s are done timeously;
• Ensure that all confidential information is managed and controlled in terms of the PGP POPI policies.
• Complete Risk and Compliance Returns for the relevant branches.
• Fulfil the roll of Money Laundering Reporting Officer – as necessary or required.

Training

• Ensure that all new staff in the branch do the RMCP, FICA and POPIA training and ensure that attendance is tracked and registers are kept;
• Liaise with the Group Compliance office to schedule FICA and POPIA training for the branch when required – at least once every 12 months.

Other Duties:

• Act as the first point of escalation for basic queries (e.g. FICA and RMCP) by ensuring that the correct information and guidance is obtained and shared with the agent and/or manager in a timely manner;
• Regularly (at least twice a year) review compliance with the Group POPIA policies, including an audit on how documents containing personal information are retained and managed within the branch;
• Ensure the correct disposal and destruction of documents according to the Document Management Policy.

Key Competencies    

• Highly organised, and innovative problem-solver with the ability to identify, understand and interpret issues/facts quickly and precisely;
• Excellent time management skills with the ability to multi-task and see the big picture;
• Excellent communication skills (written and verbal), with the ability to simplify complex processes and regulations;
• The ability to establish and maintain relationships with key stakeholders;
• The ability to work independently;
• Attention to detail is an essential competence for this role;
• Ability to confidently hold the line and give feedback when actions are not in line with compliance standards;
• Integrity and ethical standards of the highest order are non-negotiable

Education & Experience    

• Matric
• A para-legal qualification/diploma/certificate, or Bachelor’s degree in Law (undergraduate) and/or diploma or certificate in Compliance would be advantageous.
• Previous experience in Real Estate and/or familiarity with PGP sales and rentals processes would be an advantage;
• Previous experience in regulatory compliance, risk assessment and mitigation would be advantageous in this role;
• Minimum 1-3 years’ experience working in a compliance environment.

Knowledge & Skills Required    

• Excellent IT/Computer skills and high proficiency in the Microsoft Suite is essential in this role;