Officer Trust Administration at Absa Group Limited (Absa)

Job Summary

• To provide administrative support by performing various operational functions including but not limited to the processing of payments on various accounting and administrative functions e.g. Equity, Bonds, Guilts and Unit trust accounts for Absa Trust  .
• To authorize and verifying purchases, sales, corporate events, dividends, interests, bank transactions, scrip and  to perform daily unit trust reconciliations.

Job Description

Role Summary:

• Constantly seek to improve ways of working by challenging the status quo and supporting an empowering climate within the   Trust Administration Operations team, sharing knowledge, experience, best practice and providing constructive feedback as required:
• Compliance and Risk Management | Fulfil all activities in adherence to relevant control and compliance requirements, and quality standards:
• Customer Experience | To provide service excellence and achieve customer satisfaction.

The job requires consistent interaction & communication with:

• Staff in own area (manager, and Trust admin colleagues)
• Staff outside own area i.e.  Providing information to Relationship Managers
• Internal customers i.e. Providing & getting information to/from Absa Trust
• Officials

Key Role Responsibilities:

• Draw daily bank statements from Financial Systems and balance the daily Trust Bank reconciliations
• Obtain bank statements from Nedbank and Standard Bank to perform daily bank reconciliations.
• Split (daily) and review the Absa Trust reports (from the Trust system) consisting of the previous day's processing to check the previous day's transactions for correctness.
• Review daily purchases & sales against the Absa Stockbrokers dealing notes to verify and check the previous day's trade for correctness
• Check details on the new accounts opened at Absa Stockbrokers that they are loaded on the Trust system correctly.
• Process the payments of all settlements (sales) by preparing a letter, instructing Administrators in Absa Stockbrokers to perform the settlement
• Instruct ABAM PC Administration team to process payments for Absa Stockbrokers on Cash Focus system
• Process the payment of all settlements (purchases) by preparing a letter to Absa Stockbrokers to perform the purchase and do a Cash Focus settlement and authorization thereof.
• Balance dividend & interest payment against shares held with the CSDP & unit trusts held with AFM
• Check and confirm that the share rand values agree to the respective rand value report and unit trust deposit received on the bank account
• Capture transactions on corporate events as per the corporate diary by drawing a list of clients from the trust scrip reports
• Prepare a spreadsheet to manually capture the corporate event to the Burg system (purchases, sales, write offs, take on’s, take offs and loading of bonus shares) for the information to reflect on the client portfolio.
• Process payments of unit trust commission for new investments and send confirmations to Absa Trust Administrators and allocate to the respective Trust branches.
• Perform various daily functions including:
• Updating of daily prices (4 AFM funds)
• Drawing of EOS and EI (AIMS) reports
• Balancing of daily Income and Growth transactions (4 funds)
• Capturing of daily AFM Unit trust transactions
• Preparing documents/Capturing for external Unit Trust Purchases and Sales
• Declaring dividends due from Corporate Diary
• Upload Journal Extractor file for daily dividend payments
• Balancing of Small dividend payments and pay on Trust system
• Manual dividend payments on Exempt clients
• Daily BIO payments for Trust
• Ordering of Month end report (BTKP040)
• Requesting monthly Unit Trust statements for month end unit balancing
• Requesting quarterly Unit Trust distribution statements
• Preparing distribution spreadsheet for External Unit trust funds and capture on Trust system
• Assisting with General Enquiries from Trust Offices
• Prepare & balance monthly distribution payments on various Funds by
• comparing units on the Trust report to the AFM report to ensure that the distributions are ready for monthly payout.
• Prepare and organize month-end reports on the Trust system to distribute to the various parties for information purposes
• Handle & resolve any type of query on trust transactions by investigating the cause and rectify according to internal processes.
• Investigate queries on any share dividend and advise the Trust Official accordingly.
• Resolve queries on transfer of shares or transfer on unit trusts and confirm the status of the transfer to the Trust Administrators in the Absa Trust office
• Resolve queries on daily rejections by liaising with various Stakeholders and reporting back to the Trust Administrators in the Absa Trust office

COMPETENCIES

• Attention to Detail
• Handling & Resolving Client Queries
• Customer Centric
• Team Player
• Adhering to principles and values
• Applying expertise and technology
• Planning and organising
• Delivering results and meeting customer expectations
• Acting as SME for Business Related Projects
• Following instructions and procedures
• Coping with pressure and setbacks
• Maintaining Relations with Internal & External Stakeholders

MINIMUM REQUIREMENTS

• Proficient in MS Office (Word, Excel, PowerPoint and Outlook) and the Internet
• Matric

PREFERRED REQUIREMENTS

• Three (3) years’ experience in investments as an Administrator within an asset management company
• 2 years’ experience as an Asset Management Administrator (using the Mainframe Trust system) within the Asset Management environment
• Deadline driven and highly pressurised environment.
• Preference will be given to South African Citizens and Permanent residents of South Africa in possession of proof of permanent resident status.