Associate Manager – Secretarial

Job Description

Responsibilities:

The Associate Manager is responsible for low-medium process complexity, client issues and demands.

The Associate Manager will act as the Reviewer for the work submitted by the Junior Associate, Associate & Senior Associate and ensures that the work delivered to clients is compliant to the Group and Company compliance policies as well as local regulatory framework.

The Associate Manager will send the work to the Manager for final review and submission to clients where required.

Tasks:

• Train and coach team members working under his/her supervision or working on his/her client portfolio.
• The Associate Manager will review the tasks prepared by Junior Associate, Associate & Senior Associate in line with their respective Job Description. In particular, this would be as per the  list below and send to the Manager for final review when necessary as per Company policy:
  • Change in business plan, approve WRS or attend special meeting for approval and confirm that change in business plan is as per IQ-EQ policy and Mauritian law, review WRS
  • Approve request for payment and inform client once bank confirmation received. Do call back with clients on payments.
  • Verify request for payment and supporting documents are compliant then send to Manager for approval.
  • Letters to stakeholders such as ROC / FSC.
  • Bank and/or custody account opening pack.
  • Verify that all documents, to be submitted for approval by board of directors, are compliant and necessary approval from local authorities are requested and obtained.
  • For distribution or dividend or redemption, ensure that the management accounts to-date and forecasted management accounts after transaction are available and confirm solvency of the client company prior and post the transaction. Verify resolution and notice of distribution where required prior to release.
  • Liaise with shareholders, through the Manager (where applicable) to provide duly filled-in and signed self-certification forms. Identify Reportable accounts
  • Review PAN application form and board resolution and submit to the Manager (where applicable) for approval.
  • Resolutions for change in Auditors and FSC approval (where applicable); change in bank signatories; change of registered office. Submit for approval to the Board of Directors.
  • TRC application before submission to FSC. Upon approval, send to FSC.
  • Application for current standing certificate & application of certificate of good standing.
  • Board resolutions for change of bank signatories / registered office / company secretary and related supporting documents/letters.
• Review board pack before submission to board members; participate in board meeting; review minutes before communicating to board members; ensure that minutes are signed upon validation by all board members. Ensure completion of all relevant corporate actions required and updating of internal data management software (“Microgen 5Series”). Any matters arising out of board meetings and relevant corporate actions should be monitored to ensure completion.
• Liaise with the client for the appointment or resignation of MLRO/DMLRO/Compliance Officer, identify new MLRO/DMLRO/Compliance Officer, assess against a set of criteria including AML/KYC then inform the Senior Associate/Associate to prepare letters and supporting documents for approval by the Board of Directors and FSC. Ensure FSC is notified within appropriate delay.
• Monitor that AML & KYC/CDD checks on  new directors, shareholders (up to beneficial owners), investors and investee companies.
• Ensure that there is a proper monitoring to collect any outstanding due diligence documents
• Ensure that client files are compliant with the Laws and Regulations of its jurisdiction.
• Ensure invoices are generated in line with Budget agreed for the team and review of invoices once generated from the Billing Team
• Attend other ad-hoc request from clients and identify potential for billing initiatives on ad hoc work done
• Monitor debtors’ days / lock up days and ensure timely cash collection
• Perform other Secretarial related routine tasks including but not limited to securing signatures of relevant signatories on documents, assisting the Manager in special assignments & projects.
• Provide assistance to Manager on any inspection received from the Regulator.
• Ensure that all statutory filings of the Company e.g. filing of accounts & Tax returns, TRC have been complied with.
• Update time sheets as required under the IQ EQ’s internal policies.
• Ensure that all documentation/company’s records are duly scanned and saved on the document management software (“EazzyFiling”) and maintained on the Client’s File. Company’s physical files/documents are to be maintained in proper order in compacter/safe/filing cabinets.
• Ensure that archiving of documentation is done post approval from Assistant Manager/Manager
• Work together with the Manager to ensure a proper allocation of client/task to the team members.
• Participate and provide input to the performance review and development plan of team members whom he/she has worked with, trained or coached
• Review Time Sheet of Team Members and approve same as per Company Policy.
• Ensure the relevant systems (5Series) is updated at all times for portfolio.
• Update planning information (BiLLy) once submitted by Associate / Senior Associate
• Ensure protection of information assets of IQ-EQ MU and to abide by the ISMS in place at IQ-EQ MU
• Participate in key events organized by IQ EQ or in committees set up
• Assist Director - Client Management with preparation of client profiles and reports
• Monitor the WIP chargeability of companies administered within the portfolio

Key competencies for position and level:

• Customer focus
• Communicates effectively
• Develops talent
• Directs work
• Collaborates

Key behaviors 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:

• Accuracy
• Approachability
• Attention to detail
• Prioritisation
• Proactivity
• Relationship Building
• Taking ownership

Deliverables (KPIs)

• On-time delivery
•  Compliance or internal audit deficiencies of client dossiers assigned
•  Complaints from clients on files reviewed (quality)
• Penalties
• % Personal chargeability