JOB DESCRIPTION – OFFICE MANAGER
Freight Investor Services (FIS) is a leading global brokerage of freight and commodities. We are the world’s largest broker on dry freight futures, and have a strong presence across the bulk commodities, metals, and energy markets. We were the first brokerage to trade in the cleared market on iron ore and later coking coal futures, we also maintain a strong position in broking steel futures on all exchanges, as well as fuel oil, base metals, fertilisers, and tanker freight. We are proud of our innovative ethos, having been first mover on a number of products, most recently on the cobalt and air freight futures markets. Not only do we provide excellent brokerage services, but also data services, our App FIS Live, as well as education services to help those entering new markets.
We have expanded via our network of trading associates and branch offices to offer coverage of derivative and physical shipping markets in the UK, US, Dubai, India, Singapore and China. Through our global network, FIS offers full brokerage services, trade execution and in-depth market intelligence and data for freight and commodities, as well as providing physical ship and cargo services. Our expertise in managing credit and counterparty risk provides a vital competitive advantage while enabling clients to trade with confidence.
We have an exciting opportunity for an Office Manager to join a dynamic, entrepreneurial and fast-moving broking environment. This diverse role will sit in our small newly created Copenhagen office and is ideal opportunity for someone with compliance and business development experience in the financial services arena looking for the next step in their career.
Business Development / Marketing
• Promote FIS products and services with the primary goal of acquiring new clients including hedge funds, investment banks, ship owners, oil refineries, miners, energy and grain companies in line with business development strategy
• Proactively maintain and enhance existing relationships with clients as well as source / outreach to new clients, aiding them through the on-boarding process; develop cross-selling opportunities to ensure new revenue streams
• Conduct regional market analysis in order to establish the main point of competitive advantage, keeping abreast of competitive environment and trends to ensure FIS maintains place as market leader
• Assist with projects working closely with Head of BD and MD on sales strategy and product roadmap
• Write marketing content and campaigns, planning and attending conferences, presenting to audiences; following up and maximizing potential of new prospective clients
• Engage with all desks to drive the business forward and maximise sales opportunities
• Provide reports on business development activity as required by management team
• Support a risk and compliance aware culture and comply with FIS company policies
• Board reporting
• For outsourcing agreements define, document, and maintain information on the criteria for selecting service provider
• Perform and maintain risk assessment and vendor due diligence for service providers
• If the outsourcing concerns a critical or important outsourcing, the findings of the above shall be presented to the Board of Directors
• Identifying, prevent and manage the conflict of interest that arise or may arise through the use of outsourcing
• Assess and monitor that the service providers are performing to standard
• Maintain outsourcing agreements and all other relevant documents
• Adhere to the outsourcing policy
• Board reporting
• Present the MLRO annual report; and – quarterly updates.
• Administration of the AML/CFT policies and procedures
• On an ongoing basis, monitor the effectiveness of AML/CTF policies and procedures, conducting an assessment of their suitability and the adequacy of related systems and controls. Where the assessment uncovers failures or defects, escalate proposals for remedial action to senior management for approval.
• Review the operation of, and when appropriate approve changes to, the FIS KYC Onboarding procedure.
• High-Risk Escalation (incl PEP, Sanctions & Adverse Media): review the operation of and approve changes to the FIS policy in relation to onboarding of high-risk clients. For example, with regards to sanctions – oversee FIS’s compliance with the regulatory sanctions’ regime. I.e. by ensuring the adequacy of sanctions screening both in terms of depth and frequency.
• Sanctions policy: oversee FIS’s compliance with the regulatory sanctions regime, for example by ensuring the adequacy of sanctions screening both in terms of depth and frequency.
• the final decision to on-board clients including high-risk customers (PEPs, high risk jurisdictions, adverse media, ect).
• Oversee the process whereby FIS staff can raise internal reports in circumstances where they know or suspect a transaction is suspicious.
• Monitor the suitability of risk assessment criteria and subsequent enhanced due diligence and measures.
• Define, publish and maintain a suspicious activity reporting (SAR) process to receive internal reports from staff who have concerns that ML/TF has occurred within FIS.
• Direct the content of AML/CTF training plans and monitor their effectiveness. Agree frequency with Board of Directors and retain training records.
• Report to senior management to the frequency and format as instructed.
• Engage with the FSA or law enforcement agencies as required.
• Resources: lobby the FIS Board for sufficient resources, including IT investment, to operate a fully compliant risk function across the Group.
• Ensure full awareness of and adhere to internal policies that relate to the role or any relevant other activities
• Observe standards of market conduct and ensure understanding and adherence to all regulatory, exchange or clearing house requirements applicable to role
• Complete any mandatory training required by the company and required deadlines
• Investigate and escalate all suspicious activity and financial crime (AML & Fraud) related issues with relevant proposals to protect the business;
• Assist in the implementing, maintaining and enhancing compliance processes, policies and procedures of the firm to ensure adherence to regulatory requirements
• Maintain local compliance policies, procedures, records and general record-keeping (e.g. breach register, PA dealing notifications, PEP list etc);
• Support in the successful delivery of ongoing Compliance Training.
• Assist the Compliance Manager with day to day tasks and queries;
• Responsible for employee inductions for new joiners in Copenhagen, including remote or face to face inductions
• Co-ordinate documentation requirements
• Assist the organization’s HR function by keeping HR records up to date such as holiday leave etc
• Assist, and where required, lead on office and facility queries
• Ensuring that health and safety policies are up to date
• Act as gatekeeper and escalate relevant information to Executives as needed
• Managing day-to-day calendars, including scheduling meetings, handling phone calls and prioritizing appointments where appropriate.
• Liaising with staff, suppliers, and clients
• Implementing and maintaining procedures/office administrative systems
• Dealing with correspondence of initial complaints, and queries
• Preparing, formatting and editing information for internal and external communication – memos, emails, reports etc.
• Perform any other reasonable duties the company may require
• Maintain own Continued Professional Development (CPD)
Technical skills / competencies
• Strong interpersonal skills and ability to build relationships across all levels across business
• Excellent written and verbal communication, and numerical skills
• Ability to multi-task and manage time effectively; manages expectations
• Proactive approach to work with excellent attention to detail; excellent organizational
• Understands risks related to the role and maintains confidentiality and discretion at all times
• Adhere to strict governance and controls that are in place; suggest areas / processes for improvement
• Strong client focus; personable and engaging building relationships and networks wherever possible
• Communicating effectively with clients and colleagues
• Tenacious and thrives in a pressurised environment
• Team orientated; works well with others and diverse groups / personalities
• Interacts confidently without being overbearing, respects others’ point of view
• Possess knowledge of Compliance laws, rules, regulations, risks and typologies with emphasis on Joint Money Laundering Steering Group (JMLSG) and the Money Laundering Regulations (MLR) as well as MiFID II and FCA Regulation;
• Good knowledge of AML/Sanctions compliance requirements and standards that impact a global financial services firm, such as KYC/client risk rating, suspicious activity reporting, client screening/sanctions requirements, and risk assessment;
• Possess strong technical knowledge of complex corporate structures including Trusts, Funds overseas jurisdictions (BVI, Channel Islands, Cayman Islands etc);
• Develop knowledge of regulatory requirements in other jurisdictions ie Singapore, UK;