Fresh Jobs at JTC Group

PURPOSE OF JOB

• Reporting into the Manager within the Governance, Control and Change pillar of the Institutional Client Services Fund Operations team, the Administrator will primarily support our ICS fund operations quality assurance initiative.
• The post holder will be responsible for assisting with the establishment of a quality assurance program within ICS Fund operations, completing quality assurance (QA) testing and reporting on operational change, operational new business onboarding, and governance or control items implemented within ICS Fund operations.
• In specific situations the Administrator will be assigned to assist on various tasks on ICS Fund operations projects and specific strategic initiatives.

MAIN RESPONSIBILITIES AND DUTIES

KEY DUTIES:

• Quality Assurance Testing: The primary responsibility is to perform internal quality assurance (QA) testing to ensure that the goals and objectives of the ICS Fund operations quality assurance program are achieved.
• Reporting and Analytics: Lead the analysis, documentation, and reporting of all QA testing and related tasks.
• Documentation: Ensure that all QA documentation remains up-to-date, accurate, and reflective of the latest policies, procedures, and process improvements.
• Collaboration & Communication: Work closely with colleagues across jurisdictions, fostering strong relationships with team leads, directors, and contributors.
• Ad-hoc & Strategic Support: Step in to assist on special projects, strategic initiatives, and investigations as needed by the Governance and Control Manager, help to drive the continuous improvement of ICS Fund operations.

QUALITY ASSURANCE TESTING

• Complete internal quality assurance testing on identified processes, as per the Quality Assurance program control document.
• Complete test scripts as required to ensure accurate reporting and analysis.

REPORTING AND TRACKING

• Deliver detailed QA and management information (MI) reporting.
• Deliver tailored QA reporting and or spotlights for operational meetings, internal presentations, and committee packs.
• Present QA updates to staff, key stakeholders, and Directors as required.
• Suggest changes to process documentation or controls based on QA testing.

DOCUMENTATION

• Deliver and maintain all QA documents and training materials related to the functions of the QA team.
• Stay up to date with new and existing policies and procedures (including group changes).

COLLABORATION AND TEAMWORK

• Work closely with the Governance and Control manager to implement and deliver the QA program.
• Engage proactively with jurisdictional teams, including team leads to perform quality assurance testing.

ESSENTIAL REQUIREMENTS

• A relevant qualification and/or at least 3 years’ experience in governance, quality assurance, within financial services.
• Working understanding of Investment Administration would be advantageous.
• Familiarity with Accounting and Investor systems, including Investran, InvestOne, Viewpoint, PureFunds would be advantageous.
• Effective influencing and questioning skills, with the confidence to challenge constructively and probe for deeper insight.
• High level of accuracy and excellent attention to detail.
• A keen eye for detail and a commitment to excellence, consistently delivering accurate work.
• Demonstrated strengths in documentation and high-quality report writing.
• Excellent organisational skills, and confident, clear communication with all audiences.
• Proven ability to build strong relationships and work collaboratively with a wide range of stakeholders.
• Analytical, logical, and critical thinker with a proactive attitude to problem solving.
• Collaborative team player.
• Strong Microsoft 365 applications skills (Excel, Word, PowerPoint).

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PURPOSE OF JOB

The Transfer Agency & Investor Services function is responsible for the accurate maintenance of all Shareholder Registers for open-ended funds administered by JTC. Tasks include the following:

• The timely and accurate capturing, execution and settlement of all investor subscription, redemption and switch transactions.
• The correct execution of all share/unit transfers.
• The calculation of trail, rebate and introductory commission calculations and payments.
• The calculation and payment of all income distributions, side pocket and liquidating fund redemptions & distributions
• Processing and ensuring all documentation in place for distributions.
• Uploading of all required payments to banking platforms as per agreed processes.
• Review of client mailboxes ensuring that all emails are actioned in accordance with the agreed client turnaround time.
• Preparation of weekly/daily cash reconciliations and proper investigation and resolution of any reconciling differences.
• Processing of static data changes to investor information.
• Manage client deliverable deadlines.
• Performing a customer service role in shareholder query resolution, manager and investor related query resolution and reporting.
• Processing of new investors loaded onto the system.
• The accurate maintenance and monitoring of all shareholder data including customer due diligence and know your customer information retention.
• Actively participate in ensuring all processes and procedures are properly documented and at hereto to ensure no accounting errors occur and the team has latency in place.
• Preparation of regular reporting e.g. Admin reports, daily client reporting, etc.
• Query and issue resolution within the team (whether driven by system issues, or client or banking issues) to ensure no queries or issues result in an error, breach or client dissatisfaction.
• Investigate errors, complete the required JTC error reporting process and implement the required remedial action in order to ensure the error is not repeated.
• Actively and continually identify and report high risk areas and gaps in processes to ensure the identification and escalation of risks and gaps.
• Participate actively in projects, specifically risk reduction and efficiency gain projects relevant to the related fund admin teams to ensure the successful implement and completion of the specific Fund Admin project actions and timelines.
• The preparation of the relevant investor reporting files to SARS or equivalent regulatory body.
• The preparation of MI reporting as requested.
• The service focus area operates under the strict guidelines and parameters of the team operations manuals, the relevant funds’ scheme particulars and all other relevant Group, Regulatory or Statutory guidelines.
• The service focus area operates within an approved operating model and framework.
• The role is considered to be at all times a preparation role. The candidate will be directly responsible for the quality control, adherence to Scheme Particulars and SLAs and outperformance of operational deadlines and client service delivery.

MAIN RESPONSIBILITIES AND DUTIES

• Understanding the TA system and building the relevant processes and controls in order to perform daily operational processes.
• Ensure complete and accurate documentation of all processes.
• Ensure that the database and underlying KYC is accurate and up to date. This includes assisting in projects to obtain missing KYC and CDD data where instructed to.
• Ensure accurate upload, maintenance and control of the client core static data in the system in line with departmental procedures, ensuring it is successfully reviewed.
• Ensure accurate acknowledgment of all updates to the client account static data.
• Process and quality check Investors Transfer instructions within agreed turnaround times and retain records of outstanding or missing transfer information.
• Provide information for the internal and external reporting in accordance with relevant Service Level Agreements, direct requests from clients or other parties.
• Act as a contact point for clients and fund managers for all registration related queries and issues.
• Ensure the accurate control, upload and monitoring of all client dealing instructions and the Finswitch upload in line with operational procedures.
• Ensure the respective fax / email boxes are reviewed regularly to ensure correct execution of deals and queries.
• Processing of deals in a timely manner.
• Processing of dealing days in accordance with operational procedures and SLA’s and contractual obligations.
• Processing of income distributions in a timely and accurate manner.
• Reconciliation production and self-checking processes.
• Preparation of instructions for the share dealing related cash movements to the relevant custodians.
• Timely dispatch of contract notes within regulatory requirements ensuring all requirements are fulfilled.
• Ensuring that all policies and procedures are adhered to and ensuring efficient and prompt query resolution.
• Actively participate in team initiatives such as procedure documentation.
• To continually monitor deadlines and ensure work is delivered within agreed deadlines.
• Be responsible for the thorough processing of all transactions prior to and subsequent to dealing days and execution of any reconciliation functions, payment and redemption proceeds payments.
• Respond in a timely manner to all investigation work as instigated by either the client, intermediary, agent or underlying investor.
• Participate in the enhancement of operational procedures.
• Participate in the support, training and development of all personnel across the team and generate a culture of teamwork.
• Take responsibility for the maintenance of the respective dealing operations manuals and operational / system changes.
• Participation in project work.
• Ensure adherence to the company risk reduction process and applicable policies.

ESSENTIAL REQUIREMENTS

• 3+ years relevant financial services experience.
• Working knowledge of Microsoft packages, including Excel, Outlook and Word.
• Ability to work within pre-determined deadlines and prioritizing workloads whilst working under pressure.
• Ability to demonstrate effective communication skills.
• Ability to coach fellow team members.
• Ability to identify failure in controls/processes.
• Excellent attention to detail and accuracy.
• Excellent line management skills.
• Excellent telephone communication skills.