Assistant Vice President Investor and Distributor Services

GENERAL POSITION SUMMARY

Under the supervision of the Unit Head, the Assistant Vice President (AVP) is responsible for the management and supervision of Senior Associate (SA's) within Centralized Services Accounts and Control Department whose group performs the associated Cash and Reconciliation functions. The AVP is also responsible for day-to-day relationship management with the third parties and other internal departments.

The AVP allocates the resources assigned to the group in order to achieve maximum product quality, control and efficiency. He/she assures that personnel policies are administered fairly and effectively and encourages team spirit and co-operative effort.

The AVP has the ability to handle complex situations internally and externally. As a Senior Manager, the AVP actively participates in the internal dialogue and liaises with other business units. Seeking agreement on a consensus basis, the AVP takes into consideration constraints that different business units may have, in any decision he/she has to make.

The AVP is a member of the senior management and has an important role of external representation amongst the financial industry.

Qualifications

Requirements:

• 4 years University degree in Business Administration or Finance, or equivalent professional qualification

• At least eight years of Transfer Agency or Financial Services experience
• Extensive operation management experience (at least 5 years in a management position)
• Good knowledge about Fund Industry and Financial Market in general

• Knowledgeable in Luxembourg regulatory environment and good understanding of Luxembourg fund legal structure

• Advanced Computer Skills (Microsoft Office Excel, Word, Power Point, Outlook, Internet)

• Excellent communication, organisational and problem solving skills
• Fluent in English (written and oral)
• French/German/ other languages (an advantage)

Specific Duties and standards

Technical COMPETENCIES

• Ensure staff adhere to IFDSL operating procedures and controls
• Monitor overtime trends and develop action plan to reduce overtime to a reasonable level
• Manage staffing requirements and review associated statistical figures relating to volumes
• Monitor the daily operational functions performed by the team and review associated statistical figures relating to open items.
• Manage functions performed by the team for new fund launches or conversions in. E.g. review documentation, co-ordinate resolution of risk and legal issues, establish new client contacts, liaise with banking partner, participate in documentation of the operating memorandum (OM) for the units' functions etc.
• Manage functions to be performed by the team during a fund liquidation or conversion out.
• Minimize losses for the organization and ensure losses are processed timely, root cause identified and action taken to prevent re-occurrence.
• Monitor the management of claims processed by the unit to ensure processed timely in line with OM or SLA.
• Monitor unit's work-flow and improve efficiency with a focus on automation and the oversight of outsourced functions.
• Manage the business continuity plan to ensure it is functional, practical and scalable in line with the organizational requirements.
• Manage the controls established/required within the group ensuring properly documented, aligned with corporate standards, CSSF legal requirements and reflected within the SAS 70 as necessary
• Develop and implement self testing to ensure operational procedures are in compliance with the risk policy of the bank

• Maintain a high level of risk awareness within the unit
• Manage the reporting to senior management on all financial matters relating to the TA Collection Accounts e.g. high balances, gains & losses, open reconciliation items, risk management monthly reports etc. and ensure in line with requested timelines as per SLA

• Ensure proper senior management involvement in potential risky items needing escalation for resolution
• Participates in State Street Client Screen and Risk Rating forms from an A&C operating viewpoint

• Liaise with other business units and maintain communication channels open with all areas
• Demonstrate technical expertise and assist in complex problem resolution
• Engage in high-level problem resolution internally and with external operations personnel
• Actively participate in the integration of the projects both globally and locally concerning the unit
• Keep and maintain access to the different Groups' applications to enable appropriate level of sign off following the authorization policy

Non-technical competencies

A.Organizational skills

• Demonstrate ability to provide leadership and direction

• Attend regularly scheduled unit/department/interdepartment meetings
• Good organizational skills relating to time management, meeting deadlines and storage/retrieval of records
• Define clear business and personal objectives for all managers of the unit, in line with the objectives of organization and specifically for the unit
• Ensure regular reviews with individuals of the team of goals and performance.
• Maintain sufficient communication channels with his/her direct reports to help their development, and guide them towards approaching matters in line with the organizations' expectations
• Perform annual review, ensure succession planning is undertaken and ensure promotions recommendations are considered
• Ensure an adequate level of staffing by actively managing the review of task allocation versus additional requirements resulting from new business or trends in the market.
• Complete monthly staffing plan and identify ways to increase productivity within the team.
• Motivate staff; recognize specific initiatives bringing value to the organization.
• Ensure that proper training is delivered to all staff.
• Show a professional image in line with the organization's standards

B.Ability to analyse

• Shows good organizational skills in order to meet deadlines and to keep well-documented records.
• Demonstrates the ability to analyze a problem and obtain and evaluate information to reach sound conclusions. Knows when to elevate a problem and keeps management informed.

C.Responsiveness
Provides timely and professional responses to all internal and external inquiries.
D.Team Player
Work as a team player to build an atmosphere of co-operation within the unit.

E.Communication skills
Communicates effectively and efficiently with colleagues, other Department Heads and Senior Management.
Demonstrate excellent report writing skills
F.Reliability
Minimizes absences and tardiness. Demonstrates Integrity. Take ownership and initiative. Actively participates and supports changes.