Openings 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 Senior Administrator will primarily support our ICS fund operations quality assurance initiative and other operational governance and control activities.
• The post holder will be responsible for assisting with the establishment of a quality assurance program within ICS Fund operations, completing quality control testing on operational change, operational new business onboarding, and governance or control items implemented within ICS Fund operations.
• In addition, the Senior Administrator will assist with B&E root causes analysis, risk management activities including the preparation of operational MI reporting including the necessary analysis to facilitate the various risk and oversight committees’ operational MI reporting.
• In specific situations the Senior 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 (control) testing to ensure that the goals and objectives of the ICS Fund operations quality assurance program are achieved. This includes maintaining a continued program of service excellence and supporting a robust control environment.
• B&E Root Cause Analysis: Assist with root cause analysis on B&E and operational events, ensuring effective monitoring and tracking of all operational resolution action points through to completion.
• Operations MI Reporting: Complete the collation of Fund operations MI data and prepare monthly and quarterly MI reports, including assisting with automation and efficiency initiatives.
• Project Participation: Participate in various ICS Fund operations and group projects related to quality assurance, risk management, operations, and compliance initiative.

REPORTING AND TRACKING:

• Complete the analysis, review, documentation, and approval of all QA testing and reporting activities.
• Provide MI reporting and updates on all assigned tasks and initiatives.
• Produce spotlight updates on all QA testing, as well as assigned tasks and initiatives, for internal communications and presentations.
• Present QA updates to staff, key stakeholders, and Directors as required.
• Assist with the tracking and monitoring of all root cause operational remedial actions through to completion.

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) and ensure timely updates to documentation.
• Assist with the creation of business cases for efficiency or automation initiatives.

COLLABORATION AND TEAMWORK:

• Work closely with jurisdictional teams, including team leads, to perform quality assurance testing and root cause analysis.
• Play a critical role in facilitating communication across stakeholders and all seniority levels within the ICS jurisdictional service teams.

ESSENTIAL REQUIREMENTS

• High level of accuracy and excellent attention to detail.
• Proven track record of applying documentation skills.
• Excellent verbal and written communication and organisational skills.
• Strong process analytical skills.
• Logical and critical thinking.
• Collaborative, a genuine team player.
• Min 3 years’ experience within the Financial Services industry. (advantageous).
• Working understanding of Investment Administration (advantageous).
• Strong Microsoft 365 applications skills (Excel, Word, PowerPoint).
• Familiarity with Accounting and Investor systems, including Investran, InvestOne, Viewpoint, PureFunds. (Advantageous.)

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PURPOSE OF JOB

• Reporting into the Associate Director within the Governance, Control and Change pillar of the Institutional Client Services Fund Operations team, the Manager will support our Operational Governance and Control function the role will be to:
• Manage the ICS Fund operations governance framework and associated controls to ensure the framework is adhered to.
• Identify and review existing group and jurisdictional policies and procedures, identify gaps and work with jurisdictional teams to create new or update group and or operational P&P’s.
• Take responsibility for tracking and reporting progress and delivering operational best practice workshops during the implementation of the group and or operational P&P’s.
• Manage the analysis and reporting of operational breach and errors and to track operational remedial actions to completion, escalating where applicable.
• Ensure appropriate operational MI reporting is delivered to facilitate the various risk and oversight committees operational reporting.
• Explore and manage to completion opportunities where MI reporting or operational processes can be automated to create efficiencies for both the operational teams and ICS operations team.
• Deliver the ICS Fund Operations Quality Assurance program, ensuring that the relevant test program is created, testing is completed, and appropriate reporting is delivered.

MAIN RESPONSIBILITIES AND DUTIES

MANAGEMENT:

• Manage ICS Fund Operations Policies and procedure initiatives, produce detailed process and procedure documentation.
• Quality Assurance: Develop and implement an ICS fund operations quality assurance plan that facilitates operational excellence via early identification of non-compliance.
• ISAE3402 management: Manage ISAE3402 initiatives, audit engagement, internal testing and escalation to minimize the impact on internal resourcing.
• ICS Fund Operations Workshops and spotlight:Drive operational excellence through operational workshops and internal communication initiatives.
• Root Cause Analysis: Manage B&E root causes analysis, actions and tracking to ensure a continual operational improvement program.
• MI reporting: Deliver MI reporting for boards and committees, including delivery of automation initiatives to improve MI reporting data collation and reporting.
• Responsibility for any direct line reports: Plan and monitor resources and resource capacity within an allocated team to ensure that all deliveries are maintained, and service levels upheld.
• Commercial management: Explore opportunities to identify and implement efficiency and automation across ICS Fund operations governance and controls initiatives.
• Facilitating communication: Drive communication across stakeholders and all levels of jurisdictional service teams.
• ICS and Group Initiatives: represent the team in any Governance and control ICS and group initiatives or projects to ensure ICS fund operational requirements taken into consideration.

DOCUMENTATION AND ANALYSIS:

• Deliver necessary documentation to support efficiency or automation initiative.
• Produce detailed process and procedure documentation.
• Identify and report opportunities for business process re-engineering and produce business requirements specifications when required.
• Complete gap analysis to support necessary process and procedure documentation updates.

REPORTING AND CONTROL:

• Produce, maintain and deliver reporting based on agreed requirements
• Maintain and evidence appropriate governance
• Run operational workshops
• Produce updates for internal communication and presentations.
• Present updates to staff and stakeholders.

ESSENTIAL REQUIREMENTS

• Min 3 years manager experience within the Financial Services industry.
• Min 5 years Financial Services industry experience.
• Audit background beneficial.
• Excellent verbal and written communication and organisational skills.
• Strong process analytical skills.
• Logical and critical thinking.
• Data and process visualization: The ability to create and interpret visual representations of data and processes to provide insights to stakeholders Strong Microsoft 365 applications skills (Excel, Word, PowerPoint).
• Business Analysis qualification. (Advantageous).
• Familiarity with Accounting and Investor systems, including Investran, InvestOne, Viewpoint, Tcube, PureFunds. (Advantageous).

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PURPOSE OF JOB

• Being responsible for producing financial statements, NAV Valuations and management accounts for an allocated portfolio of clients within the Fund Accounting team in accordance with the most relevant accounting standards and client driven requirements. Provides support to the Team Manager in managing the team resources (has direct reports), allocating tasks, reviewing payments as an authorised ‘’A’’ signatory and monitoring client service levels for reporting purposes.

MAIN RESPONSIBILITIES AND DUTIES

• Manage, monitor and supervise allocated resources (Direct reports) within the team to ensure the financial statements, management accounts and other financial related information are produced within the set deadlines (regulatory & other) and agreed service delivery levels.
• Allocate tasks and resources within the team and support the Manager to manage; coach and performance manage staff members to ensure that the team is functioning as a cohesive unit and achieving all the team deadlines.
• Review and monitor works performed by other staff members to ensure constructive coaching and feedback can be provided. Assist team members, provide training to new members of staff when required and promote knowledge sharing within the team to ensure the team works as a cohesive unit.
• Schedule and organise training of the team on accounting issues and new updates to accounting standards to ensure the quality levels within the team is maintained and no errors are repeated or made going forward.
• Support any appointed 3rd party income tax consultants with financial info. Ensure timely submission and zero tolerance for missed deadlines.
• Liaise with the client where appropriate to discuss financial statements/reports, resolve any issues or discuss fees.
• Billing – monitor recoverability of time spent on each task undertaken, tailoring the approach to a specific job where possible to ensure minimal write off of time and maintaining divisional KPI’s. Liaison/discussion with Client Director as to time spent (incl reasons therefore) and possible margin improvement going forward. Where applicable approve fee notes produced by assistant accounts officers. Prepare fee quotes for onward sign off by Manager.
• Monitoring of service levels in accordance with SLA’s and KPI’s & preparation of monthly reporting and other admin team functions.
• Actively and continually manage, identify and report high risk areas and gaps within the allocated Clients processes to ensure the identification and escalation of risks.
• To project manage the client audit process according to an agreed timetable to ensure all parties are delivering as agreed and the manager is kept informed of any obstacles and/or delays.
• Continually build on service excellence and promote strong client relationships.
• Quickly and diligently address client queries and questions ensuring resolution thereof. Ensure no queries or issues result in an error, breach (late filing/missing a regulatory deadline) or client dissatisfaction.
• Establish relationships with new clients (for all new client mandates obtained) and maintain if not enhance the level of service. Build relationship and report with colleagues in the SA office and other jurisdictions and contribute to the overall cohesiveness of the Fund Admin business unit.
• Schedule pre and post audit meetings to discuss audit planning, comments and recommendations as well as any post audit adjustments to be made to valuations to ensure the audit process is completed as per the timetable.
• Actively participate in ensuring all processes and procedures are properly documented and adhered to within the allocated team to ensure no account errors occur and the team has latency in place.
• Manage and investigate errors, complete the required JTC error reporting process and implement the required remedial action to ensure the error is not repeated.
• 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.
• To successfully migrate new clients onto the JTC platform as part of any new mandates obtained and ensure fully operational. Onboard all new business in a timeous and effective way.
• Be able to react positively to feedback and thus propose improvements to accounting process and client matters if required.
• An ability to take responsibility, prioritise, use initiative, find solutions, display assertiveness and decisiveness.
• A flexible approach to work, an ability to organise self and others and enjoy a busy and challenging working environment.

ESSENTIAL REQUIREMENTS

• Suitable accounting qualification a pre-requisite (e.g. BCom / BAcc / BTech / B Bus Sci or equivalent degree).
• Member of a professional body such as CA (SA) / ACCA / CIMA a prerequisite.
• Good accounting and investment industry product knowledge.
• Minimum of 3 – 5 years PQE working experience within the finance/investment funds administration industry or related experience.
• Demonstrates consolidated role-specific technical knowledge sufficient for the Assistant Manager level.
• Manages and prioritises portfolio of complex work independently, requiring minimal technical guidance.
• Identifies and engages (with Manager on occasion) with new business opportunities and increased efficiencies.
• Confident covering line manager responsibilities in their absence, including managing team and delegating tasks.
• Involved in certain areas of the Project management of new take-ons and client migrations from start to finish (this includes working with various Project streams and departments).
• Offers ongoing support to line manager with team goals.
• Continually meets expectations re. goals and supports departmental Key Performance Indicators (KPI’s).
• Developing mentoring and coaching skills with less experienced colleagues.
• Written and verbal communication is clear and concise and demonstrates considerable understanding of client structure / departmental context.
• Builds professional, mature working relationship with clients/ intermediaries. Manages expectations and focus on relationship building.
• Sound awareness of risk factors and processes connected with new/ existing work and offers solutions.
• Increased accountability with regards to decision making e.g. signatory on correspondence.
• Demonstrates commercial awareness regarding time and time recording and efficiencies on jobs.
• Exposure / experience to checking and supervising the work of others.
• Ability to produce work accurately, on time and sometimes under pressure.
• Good technical knowledge of jurisdictional accounting standards as well as IFRS.
• Attention to detail and pro-active nature.
• Enjoy working in a team.
• Good knowledge of Word and Excel.
• Strong systems aptitude.
• Strong communicator – both written and verbal.
• Able to manage own time and projects.
• Display entrepreneurial insight and skills in culture creation.
• Mature, credible and comfortable in dealing with a cross section of clientele and staff.
• Ability to mentor and coach.
• Excellent numeracy skills.
• Attention to detail.