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Assistant Manager, Corporate Administration

Assistant Manager, Corporate Administration

IQ-EQindia, India
18 hours ago
Job description

Job Description

JOB DESCRIPTION : Assistant Manager - Fund Cosec

Office : India

Department : Fund Cosec

Job Summary

  • Assists the Manager in the management and oversight of a service delivery team handling the provision of corporate secretarial support to the Lux Fund CS & Cosec team (FCS), by providing guidance and leadership to the Indian CoSec Team
  • Assist the Manager of the team in leading, organizing, coordinating, developing, monitoring the performance, delegates tasks and responsibilities to their direct reports and their team members (skip level), as needed.
  • To facilitate and assist various administration processes of complex clients and conduct all work in accordance with IQ-EQ India and IQ-EQ Group policies and procedures.
  • Assists the Manager – Fund Corporate in performing review of core processes, complex ad hoc works, and all other client requirements, as needed.
  • Concentrates in engaging and developing teams and individuals.
  • Provides consistent feedback on quality, accuracy and timeliness of outputs made by the Indian Cosec teams
  • Assist the Manager in monitoring overall teams' results and performance based on the KPIs as agreed with the Lux Fund CS & Cosec team (ex. Quality, Timeliness, Issue Log, Increased Productivity, among others).
  • Initiates and facilitates meetings to address overall teams' performance and develop / coach non-performing individuals.

Core Responsibilities

  • Responsible for the provision of corporate secretarial support to the Lux Fund CS & Cosec team (FCS), in line with the agreed scope of services under the Service Level Agreement between IQEQ India and IQEQ (Luxembourg)
  • Monitors the timely, accurate and quality deliverables of the Indian Cosec teams, and intervene, as necessary.
  • Provides guidance and coaching to the team in both technical and more on the non-technical aspects of their role.
  • Initiates the development of the technical competencies of their teams by providing feedback on their deliverables and endorsing them to the appropriate learning & development activities
  • Monitors and provides support to cluster counterparts escalations and involves the relevant stakeholders.
  • Monitors the agreed timelines of deliverables with the cluster counterparts and provides support for escalations to ensure that their teams carry out the work, as agreed.
  • To be able to effectively communicate and relate with various stakeholders of the team. Maintains and enhances relationships through crucial conversations.
  • Acquire knowledge to become specialists of their designated clients' requirements and deliverables.
  • Seeks knowledge and expertise for their own professional development.
  • Monitors that all client cluster requirements are thoroughly being reviewed and follows standards.
  • Minimize risk to IQEQ by ensuring all procedures, rules, laws, regulations and checklists are followed.

    • Tasks & Duties

    Cluster Client Delivery

  • Acquires functional knowledge and understanding of the clients’ agreements, Scope of Work (SOW), SLA’s and other necessary information needed to review and / or prepare deliverables.
  • Monitors if the Indian Cosec team has the needed information, data and supporting documents are received for the review / preparation of the needed deliverables. Addresses and escalates issues, as required.
  • Monitors the consistency and quality of the deliverables within the agreed timeframes of the teams.
  • Provides support (for timelines) and address issues (for quality), as needed.
  • Monitors and communicates the review comments of the team and then follows up to address pending comments for preparers, as needed.
  • Research and validates the interpretation of the requirements of the client.
  • Assist in preparing reports on compliance cases with root cause information, corrective action, and preventive measures in a timely manner.
  • Assist in enforcing process standards across the teams.
  • Ensure the client database and all other reports are up to date and accurate
  • Assist in tracking and reporting KPIs as agreed with the Lux Fund CS & Cosec team.

    • Staff managerial responsibilities

  • Recruit, train, appraise, coach and discipline staff
  • Give feedback to staff
  • Ensure staff adheres to policies and procedures
  • Develop goals and personal growth plans for staff
  • Plan work assignments and workload

    • Workflow Management

  • Ensures timesheets are completed daily and accurately filed for all hours worked.
  • Reviews and approves timesheets of their team and ensures they are completed daily and accurately filed for all hours worked in a timely manner.
  • Reviews and pre-approves filed overtime of their team.
  • Analyses and proactively manages team capacity deliverables by allocating needed resources / support.

    • Systems

  • Setups, monitors and updates, and monitors / ensure completeness and accuracy of all deliverables via Navigator Flow in a timely manner, as needed.
  • Monitor and ensure filing of documents on Navigator Doc are completed accurately, under the proper name convention and in a timely manner.
  • Understands and uses best practice on workflow platform / s.
  • Understands and becomes knowledgeable on how to generate reports using reporting platform / s.

    • Risks

  • Monitors relevant procedures and checklists are adhered to and completed to mitigate errors.
  • Monitors reported breaches, complaints or errors to appropriate authorities are acted upon in a timely manner.
  • Acquires knowledge of risk factors and potential breach.

    • Key behaviours we expect to see

    In addition to demonstrating our Group Values (Authentic, Bold, and Collaborative), the role holder will be expected to demonstrate the following :

  • Balances Stakeholders - Anticipating and balancing the needs of multiple stakeholders.
  • Courage - Stepping up to address difficult issues, saying what needs to be said.
  • Develops Talent - Developing people to meet both their career goals and the organisation's goals.
  • Drives Results - Consistently achieving results, even under tough circumstances.
  • Optimises Work Processes - Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.
  • Persuades - Using compelling arguments to gain the support and commitment of others.
  • Builds Effective Teams - Building strong-identity teams that apply their diverse skills and perspectives to achieve common goals.
  • Business Insight - Applying knowledge of business and the marketplace to advance the organisation's goals.
  • Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.
  • Decision Quality - Making good and timely decisions that keep the organisation moving forward.
  • Directs Work - Providing direction, delegating, and removing obstacles to get work done.
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