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Oversight Assistant Manager

Oversight Assistant Manager

JTC LuxembourgLuxembourg City, Luxembourg
11 days ago
Job description

Client Onboarding (Lead)

  • Lead and coordinate the full onboarding lifecycle for new AIFM clients; ensure same-day responsiveness and proactive follow-ups.
  • Clarify client needs and mobilise internal teams (Compliance, CoSec, Finance, Risk, PM) to meet onboarding milestones and BAM prerequisites.
  • Prepare and maintain onboarding documentation (e.g., BAF, AML risk assessment, CoI register) and the KYC file in line with the AML Policy and risk-based approach.
  • Manage screening and WorldCheck uploads; maintain / update AML batchlists and submit to Senior AML / KYC Officer for review.
  • Keep a structured query log of outstanding information per client and drive closure.

Ongoing Client Relationship & Service Coordination

  • Serve as day-to-day point of contact; consolidate queries and ensure prompt, high-quality responses.
  • Coordinate with banks and third-party service providers; schedule and run action-oriented client / team meetings
  • Corporate Secretarial & Governance Support
  • Maintain governance calendar of approvals, meetings, and deadlines.
  • Prepare, review, and file governance materials (BoD / CO minutes and resolutions), maintain authorised signatory lists and disclosure registers.
  • Ensure proper document control and naming conventions and organise sign-offs.
  • Review key fund documents and third-party agreements (AoI, LPA / PPM, subscription docs; AIFM / CA / Depositary / Paying Agent / Distributor).

    • Fund Oversight & Due Diligence

  • Define, collect, and challenge KPI / KRI packs from FA, TA, IT, IM, IA, Distributors; ensure timely escalation to COs / Boards.
  • Perform and periodically reassess risk-based due diligences on delegates and service providers; compile / maintain the AIFM Due Diligence Pack and respond to DDQs.
  • Conduct daily name screening (WorldCheck); investigate hits and escalate per policy.
  • Prepare and present monthly reports to COs and quarterly oversight reports to Boards.
  • Support implementation and use of FundProcess modules – AIFM internal system - (oversight, marketing, Annex IV reporting) and completion of fund static data dashboards
  • Finance Interface (AIFM Revenues)
  • Run bi-monthly debtor meetings with Finance; explain delays and chase >

    • 30-day items.

  • Own accurate invoicing setup and revenue recognition (Viewpoint setup, client codes, invoice circulation and approvals).
  • Liaise with the Jersey Billing team; review billing reports; maintain accrued income and ADR follow-ups.

    • Regulatory & Statistical Reporting (Coordination)

  • Coordinate and support SGOREP / CSSF submissions, BCL quarterly reports, AIF listings, registrations / de-registrations.
  • Coordinate marketing notifications / de-notifications and maintain the marketing matrix and regulatory deadline calendar (as applicable).

    • Administration (Selected Items)

    Manage LuxTrust requests and cancellations; ensure AIFM and client corporate records are complete and properly archived.

    Your Profile

  • Master's degree in Business Administration, Economics, Law, Finance, or equivalent.
  • 3–4+ years of experience in Luxembourg funds / AIFM / ManCo or comparable environment.
  • Strong grasp of AIFMD, AML / KYC (incl. WorldCheck and risk-based approaches), and fund operating models (FA / TA / Depositary / CA).
  • Structured, accountable, and detail-oriented; able to run multiple workstreams to tight deadlines.
  • Excellent written and verbal English; other EU languages are an asset.
  • Advanced stakeholder management, meeting cadence discipline, and crisp reporting skills.
  • Tech-curious with the ability to adopt workflow tools (e.g., dashboards, FundProcess, Viewpoint).

    • APCT1_LU

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