Job Title
Assistant to the Head of Corporate Office
Department
Corporate Administration
Reporting Line
Head of Corporate Office
Location
Headquarters (internal and external interactions)
Employment Status
Full-time
Job Summary
The Assistant to the Head of Corporate Office supports the department lead in managing the fund’s administrative, regulatory, and operational activities. The role ensures that all internal and external administrative operations are executed accurately, in accordance with regulations, and within set deadlines.
Main Responsibilities
- External relations with service providers, regulators, government bodies, and other stakeholders
- Compliance with internal procedures and policies, including validation, archiving, and regulatory adherence
Key Duties
External Service Provider Management
- Daily follow-up with lawyers, banks, fiduciaries, service providers, and insurers
- Document verification (basic KYC/AML, certificates, contracts)
- Coordination of service requests and monitoring of deliverables
Invoices and Payments
- Receipt and review of invoices
- Verification of compliance with contracts and internal procedures
- Internal validation workflow tracking and payment preparation
- Archiving supporting documents for audits or internal controls
Relations with Regulators and Government Bodies
- Monitoring of administrative formalities (registrations, renewals, certificates)
- Submission of documents requested by authorities
- Maintenance of a tracking table for exchanges and regulatory deadlines
Internal Regulations and Compliance
- Enforcement of internal policies and procedures (procurement, payments, provider validation, archiving)
- Verification that each file or invoice complies with internal validation processes
General Administrative Support
- Physical and digital filing of documents
- Preparation of regular administrative reports for the Head of Corporate Office
- Monitoring of internal and external administrative obligations calendars
- Updating and monitoring internal registers (providers, contracts, invoices, licences)
- Preparation of basic internal reports (payment status, deadline compliance, procedural adherence)
Desired Profile
Education
- Minimum Bachelor’s degree in Administration, Management, Finance, Law, or equivalent
Experience
- At least three (3) years’ experience in a similar role (administrative assistant, corporate administration, provider management, back-office, or compliance)
Technical Skills
- Proficiency in Microsoft Word, Excel, and Outlook
- Basic knowledge of regulatory and administrative management (internal and external)
- Ability to follow and strictly apply procedures
Personal Qualities
- Strong attention to detail, organisational skills, and discretion
- Methodical mindset
- Strong written and verbal communication skills
Benefits & Career Prospects
- Direct exposure to internal and external stakeholders (service providers, regulators, internal teams)
- Opportunity to grow into broader roles in compliance, corporate administration, or finance
- Competitive compensation
Salary and Contract Information
- Gross salary (before tax): USD 1,500 – USD 2,000 per month
- Additional benefits include medical insurance and retirement/pension contributions
- Six (6) months probation period before confirmation of final contract, based on good performance
Application Details
Prospective applicants are required to tailor their motivation letter to this job description and submit:
- CV
- Motivation letter
Applications must be submitted via email to [email protected] no later than 1 May at 17:00.