Senior Administration Specialist

Lets Write Africa's Story Together!

Old Mutual is a firm believer in the African opportunity and our diverse talent reflects this.

Job Description

Performs routine administrative duties such as drafting correspondences, scheduling appointments, organising and maintaining data, as well as assisting internal and external stakeholders

Minimum Requirements

• Namibian citizen.

• Minimum of 2–3 years’ relevant experience in investment operations, unit trust administration, financial services administration or a similar operational environment.

• NQF Level 7 qualification in Business Administration, Finance, Accounting, Investment Management or a related field.

• Good understanding of unit trust products, investment administration processes, client transactions, reconciliations and reporting requirements.

• Knowledge of AML/KYC requirements, financial services compliance obligations and operational risk controls will be an advantage.

• Strong analytical, numerical and problem-solving skills, with the ability to interpret financial and operational information and resolve exceptions accurately.

• Advanced computer literacy in Microsoft Office, particularly Excel, Word, Outlook and PowerPoint; experience working with reconciliations, formulas and large data sets will be an advantage.

• Strong attention to detail, accuracy, confidentiality and sound recordkeeping discipline.

• Good communication and stakeholder engagement skills, with the ability to work independently, manage deadlines and collaborate effectively with clients, colleagues, service providers and regulators.

Job Specification

• Process, monitor and support daily unit trust transactions, including investments, redemptions, switches, regular withdrawals and other client instructions in line with approved procedures and applicable dealing cut-off times.

• Verify client instructions and supporting documentation for completeness, accuracy, authorised signatories, banking details, account numbers and fund details before processing or escalation.

• Load and submit approved payment instructions, ensuring proper review, segregation of duties, timely processing and adherence to banking cut-off times.

• Monitor cash movements, client inflows and outflows, account balances and unidentified transactions to ensure accurate allocation and timely resolution of exceptions.

• Prepare and review reconciliations, interest calculations, management fee calculations and related operational schedules to support accurate client, fund and internal reporting.

• Prepare, validate and distribute periodic reporting for Unit Trust, Life Assurance, Profile and segregated clients, as well as internal reporting requirements.

• Support regulatory, audit, risk and compliance requirements by providing accurate operational data, evidence, reconciliations and explanations when required.

• Support AML/CFT/CPF and KYC control processes, including client record reviews, restricted account monitoring, outstanding documentation follow-ups, sanctions screening evidence and escalation of unusual or suspicious activity to Compliance.

• Act as an operational liaison between Business, service providers, advisers, intermediaries, Finance, Compliance, Sales and other stakeholders to resolve client and operational matters efficiently.

• Handle client statement queries, transaction queries, reconciliation queries and general unit trust administration enquiries, including operational support to the Sales team where required.

• Maintain accurate records of client instructions, approvals, reconciliations, reports, correspondence and supporting documentation in line with internal procedures and recordkeeping requirements.

• Monitor service provider deliverables, assist with SLA/KPI tracking and escalate delays, processing errors, data issues or control weaknesses to management for resolution.

• Identify process gaps, recommend improvements and support automation, digitization and control enhancement initiatives within the unit trust administration environment.

• Provide guidance to junior team members where required and ensure work is completed accurately, timeously and in line with agreed operational standards, client service expectations and regulatory obligations.

• Perform any other ad hoc duties or operational requests as required by management.

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Skills

Competencies

Decision Quality

Directs Work

Ensures Accountability

Manages Complexity

Optimizes Work Processes

Plans and Aligns

Tech Savvy

Education

NQF Level 7 - Degree, Advance Diploma or Postgraduate Certificate or equivalent

Closing Date

30 June 2026 , 23:59

The Old Mutual Story!