Administrator

Job Title: Administrator                   

Department: Global Funds

Jurisdiction: Mauritius

Reporting to: Assistant Manager/Manager, Global Funds

Purpose of the Job

To provide support and a professional assistance to our fund administration services for a variety of entities, which Ocorian Services Limited provides service and at all times comply with the Policies and Procedures of Ocorian.

Main Responsibilities

Conduct the following within prescribed deadlines:

• To provide assistance to the fund administrators in the administration of funds and other entities.
• Working across jurisdiction to provide a seamless service to the clients;
• Ensure client entities statutory data/ static data are properly maintained and up to date;
• Ensure payments are accurately & properly processed and approved;
• To deal with incoming correspondence expeditiously. Reference should be made to the relevant supervisor where the demands of the correspondence exceed capabilities.
• To ensure that during any period of absence from the office, the relevant manager or his/her alternate are informed and fully briefed of any anticipated client related matters which may arise during the period of absence. In the event that colleagues are absent from the office to undertake administration of matters allocated to colleagues as required, to ensure the needs of the client are met.
• To openly escalate any issues/risks arising promptly to the Manager/Directors where appropriate.
• Take responsibility for allocated tasks in line with the Ocorian policy and procedures;
• Adhering to the deadlines set pertaining to constitutional documents and other client agreements;
• Ensure filing and scanning are diligently performed as required;
• Ensure workflows on Efront platform or any other platform used by the team are effected efficiently and timely;
• Liaise with clients to ensure efficient delivery of output and client service expectations;
• Carry out any additional support activities as reasonably required across the team or by the Management team or Directors from time to time;
• When required, to prepare minutes and other meeting documents.
• Support seniors in the handling and proper keeping of KPIs for the process, including Error or quality control logs;
• Communicate effectively with the Client Administration team to ensure they are aware of any issues that may impact on the deadlines and expectations in terms of timing of the KPI’s;

Other Responsibilities

• Monitor, control and balance the workload of the team during absences of Senior team members;
• Be aware of risk exposure and promptly escalate issues arising to other members of the Management team;
• Be cross-trained on specific other processes to support Client Administration team when capacity permits or circumstances require, on appropriate tasks.
• Protect the confidentiality, integrity and availability of all information on Ocorian, its clients and employees at all times to safeguard the professional reputation of Ocorian, its employees and its clients.
• Accurate time recording in accordance with Ocorian Policies & Procedures.
• Comply with all information security policies, procedures and guidelines in place at Ocorian to ensure information security.

All staff are expected to embody our core values that underpin everything that we do and that reflect the skills and behaviours we all need to be successful.  These are:

We are AMBITIOUS - We think and act globally, seizing every opportunity to support our clients and staff - wherever in the world they may be.

We are AGILE - Our independence from any financial institution gives us the flexibility and freedom to keep things simple, efficient and effective.

We are COLLABORATIVE - We take the time to understand our clients' needs so that we can deliver personalised solutions every time.

• Holder of University degree in Business Administration/ Finance or related field and/or currently studying towards relevant professional qualification (e.g. ICSA or STEP)

Knowledge, Skills and Experience

• Minimum of 2 year’s experience in Fund Administration for similar responsibilities is an advantage
• Experience of working in an office environment and using office equipment would be an advantage.
• Self-Starter
• Well versed in Excel, Word and Outlook

Competencies

• Excellent interpersonal skills and the ability to communicate effectively with clients and colleagues at all levels
• Solid organisational skills (able to work using own initiative, control own work load and prioritise matters as appropriate) and nimble
• Effective problem solver
• Possess excellent time management skills
• Committed to quality and delivering on time
• Ability to work methodically and accurately
• Excellent team player
• Flexible, energetic and enthusiastic
• Ambitious to learn and be challenged
• Detailed oriented
• Committed to quality and delivering on time