Ensures completeness, timely submission and proper safekeeping of various account opening documents.
Reviews documents and account documentation checklist submitted by the branches
Reviews documents submitted by GMO for LTNCD transfer of securities and approves in the TP system. (including annotation on the securities ie RC and ALI)
Ensures that KYC monitoring report for newly opened and reviewed accounts are updated.
Approval of account opening and amendments in the TP system (i.e. masterfile administration, static data, return mails tagging, closure)
Ensure correct dispatch of Thank You letters and duplicate copies of documents to new account holders
Monitors proactively accounts with document deficiency to identify and avoid risks to clients, Bank/Group by ensuring prompt and accurate reporting
Coordinates document deficiencies with FI clients and the branches
Ensures compliance with Daily and Monthly SRL checking procedure
Coordinates SRL potential hit and obtains KYC documents from FI clients and the branches
Forwards KYC documents submitted by FI client/branches to BMLPO for verification and preparation of STR, if needed.
Ensures that the pre-numbered forms are properly monitored
Ensures that incoming letter & outgoing letters & correspondences are properly monitored.
Ensures that incoming fax documents are monitored and logged.
Confirms documents received via fax (ie if the client has a fax indemnity agreement)
Performs signature verification of client instructions, agreements and other documents.
Signs on the Standard Agreement and documents of newly opened accounts.
Ensures accurate and timely execution of Bank Certification, Earmarking and tagging of Lien Request within the agreed time frame.
Ensure accurate details on the Official Receipt prepared by staff.
Ensures that quarterly spot check of the minimum info checklist of the FI's retail clients are performed as scheduled.
Checks and signs on the list of Prohibited Holders
Ensures accurate transmittal & appendices for the imaging of documents
Performs quality assurance of imaged documents
Ensures organized filing of documents
Ensures that reports to Risk Officer/Compliance on the matching of the names in the TP System versus the Sanction list and Garnishment are done on a timely manner.
Ensure that vault access users (including back-ups) identified and documented.
Ensures completeness of certificated securities in vault
Monitors certificates lodge to transfer agent
Ensures that certificated securities are lodge in secured location
Ensures that list of returned mails were sent to concerned FI's/Branches on a monthly basis.
Sends hold mail report to CE Head and BMs on a monthly basis.
Ensure operational efficiency by continuously meeting or exceeding agreed client's services standards such as timely opening, closing and amendment of client's account
Ensures proper set up of security, client standing instructions and charges in NCS.
Ensures that all incoming and outgoing messages are accounted for, reconciled, and handed to the proper recipients (Client Services, Corporate Actions, Settlement) timely and accurately.
Ensures that Critical Task Checklist of the unit were updated and complete.
Performs backup/relief functions as defined in unit's Backup/Relief Plan.
Performs other duties as may be directed from time to time which will not compromise segregation of duties.
Participates in projects assigned and initiatives designed to improve the quality of systems and operations.
Manages, motivates and trains subordinates to ensure performance is optimized and best practice is shared with colleagues at work
Ensures practices within the unit comply with risk and compliance procedures and processes, local statutes and regulatory requirements.
Extends direct support in achieving satisfactory or higher audit rating from external, internal auditors and regulatory bodies.
Adheres to Securities Services & Trust Operating Policies and Procedures
Responsible for complying with all local laws, regulations and Group Compliance Standards and for reporting breaches to their immediate head or Compliance Officers if they cannot, by circumstances, report the breach to their immediate head.
Participates, contributes and assists in the following activities: Enhancement of existing procedures relating to manual and automated working environment; Implementation of improved ways initiated by the unit; Bankwide projects such as norms and values formation, community development, charity work, etc.; Planning sessions to achieve overall efficiency and direction for the entire department.
To drive and take ownership of the overall effectiveness of the Anti-Money Laundering regime in the unit/department and ensure that appropriate local procedures and internal controls that interpret the Group Policy and Standards and the local law regulations on Money Laundering Prevention are documented, implemented, maintained and monitored and that staff are adequately trained.
To drive effectiveness of the department's BCP, ensure team's active participation in the BCP testing providing timely feedback on BCP matters, makes themselves available during contingency situations. Ensures that officer and staff are fully conversant and knowledgeable of the most updated BCP and should keep a copy of the departments call tree readily accessible at his/her place of residence.
Manages all aspects of Health and Safety within the area of control, including but are not limited to: Housekeeping, training and supervision of employees on health and safe; Health and safety risk management.
Responsible for complying with all local laws, regulations and Group Compliance Standards.
Takes the lead in ensuring compliance to policies and procedures of the Bank, including but not limited to Group and Local Code of Conduct, Health and Safety, Diversity and Inclusion and communicating to the team, the escalation process and approval process, in case of policy breaches.
Knowledge of banking procedures/routines, especially those related to Trust and Cistpdoam operations or in similar/related fields.
Effective oral and written communication skills
Sound knowledge of trust banking laws
Ability to handle variety of changing situations
Possess analytical mind and can exercise mature judgement
Ability to work efficiently in high pressured environment
Diversity & Inclusion
Management of the day-to-day operations of Masterfile Administration, Securities Custodian and Message Control with focus on systematic maintenance of account, security documents and timely execution and delivery of relevant instructions according to service standards.