Manager, Corporate Administration

• 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
• As a supervisor, the Cosec Manager leads, organizes, coordinates, develops, monitors 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, as needed (when Assistant Manager is unable to, depending on capacity).
• Performs 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
• Monitors 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.
• Ensures balanced work allocation across the Cosec teams and reallocates resources accordingly.
• Balances stakeholders by establishing good working relationship with the cluster counterparts and other support groups.

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) S.A.
• 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.
• Provide support for the rest of the team and other teams by allotting additional capacity, as needed. At the same time, initiates the request for support needed from other teams.
• Monitors and communicates the review comments of the team and then follows up to address pending comments for preparers, as needed.
• Monitors and oversees the interpretation of the requirements of the client and in some instances, does the research and validates in the absence of an Assistant Manager.
• Reviews and acts as the team approver of submitted reports and compliance cases with root cause information, corrective action, and preventive measures in a timely manner. Responsible in discussing the details and actions done with the HODs.
• Monitors and works with the Assistant Manager to enforce process standards across the teams.
• Ensure the client database and all other reports are up to date and accurate
• Acts as first level of escalation of issues/concerns from the funds assigned to their clusters.
• Tracks and report 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.
• Reviews and acts as the team approver of submitted reports and compliance cases with root cause information, corrective action, and preventive measures in a timely manner. Responsible in discussing the details and actions done with the HODs.

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:

• Resourcefulness - Securing and deploying resources effectively and efficiently.
• 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.
• Builds Networks - Effectively building formal and informal relationship networks inside and outside the organisation.
• 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.