Domiciliation and Cosec Officer (H/F)

BNP Paribas CIB, a subsidiary of the BNP Paribas group, is one of Europe's leading providers of custody services for securities.

The Luxembourg branch plays a major part in its operations, offering clients high value-added services extending from custody to securities lending, fund administration, performance measurement and ratings, and bond issuance services.

To support its current growth, BNP Paribas CIB is looking for a:

Domiciliation and Cosec Officer

As integral part of Private Capital department at BNP Paribas, succursale de Luxembourg, Fund Domiciliation & Corporate Governance services are offered to clients to maintain administrative and legal requirements, to ensure high-level and prompt service delivery being compliant with laws and deadlines, in a context in perpetual changes.

You will join the PC Funds Domiciliation & Corporate Team as Domiciliation & Cosec Officer.

Overall mission:

•            Ensure follow up on the corporate life of domiciled entities; 

•            Provide high-level and prompt service delivery to clients; 

•            Perform day-to-day administrative, corporate secretary and legal formalities in accordance with the Luxembourg law and regulations;

•            Maintain and apply internal procedures for the good governance of the domiciliation team.

WHAT’S YOUR DAY-TO-DAY MISSION?

•            Maintain his/her portfolio of clients; 

•            Act as main point of contact for clients for daily operations, develop and foster relationship with them; 

•            Assist the clients with administrative and legal formalities and provide timely feedback and high-level of service delivery to achieve client satisfaction; 

•            Act as corporate secretary and lead board and shareholders meetings; 

•            Organize and hold physical and/or remote board meetings (take care of the agenda preparation, coordination and compilation of the board pack documentation, action points identification, attendance and minutes preparation, ensure to obtain and finalize complex minutes from lawyers within operating memorandum/service level agreement timelines); 

•            Organize and hold physical and/or remote annual general meetings of shareholders (take care of the preparation of the agenda, convening notices, proxies, preparation of the minutes and attendance list, ensure filing within the legal deadline); 

•            Draft and/or review corporate documentation and organise mailings to shareholders and/or investors in connection with the deputed transfer agent department; 

•            Follow up on the legal formalities and arrange documents for execution; 

•            Maintain the company’s files and registers (e.g., shareholder registers, conflict of interest registers); 

•            Draft and/or review legal documents (e.g., board minutes and circular resolutions, shareholders written resolutions, proxies); 

•            Take care of appointments and/or resignations of board members (draft the relevant corporate documentation, and in case of supervised entity, submit relevant documentation for approval to the CSSF with the assistance of deputed teams); 

•            Organize and hold extraordinary general meetings, in front of notary or under private seal, depending on the purpose of the meeting; 

•            Liaise and maintain good relationship with the concerned third parties (e.g., auditors, notaries, lawyers, authorities, administrations, service providers of domiciled entities); 

•            Participate and/or coordinate specific events (e.g., incorporations, liquidations, etc.); 

•            Upon incorporation of the entity or in case of change of the ultimate beneficial ownership (“UBO”) of the entity, provide the client with the UBO declaration form to be completed, and liaise with the domiciliation support team to proceed with the filing within the legal deadlines; 

•            Understand legal and transactional documentation (e.g. facility agreements, share transfer agreements, pledge agreements, subscription/repurchase agreements, etc.) and identify key elements relevant to the department, to be shared internally as the case may be;

•            Complete and review the relevant logs for billing purposes; annual accounts’ approval process, and tracking the status of corporate documentations; 

•            Update and ensure accuracy and exhaustiveness of the client database for follow up purposes;

•            Manage client expectations by demonstrating awareness of the private capital industry;

•            Collaborate closely with internal departments (e.g. client account manager team, transfer agency team, know-your-customer team, payment team, financial reporting team, etc.); 

•            Ensure yearly deadlines are planned ahead and duly met;

•            Assist the senior funds domiciliation officer and/or assistant manager of the team;

•            Raise incidents and escalations, if any;

•            Understand legal and transactional documentation (e.g. facility agreements, share transfer agreements, pledge agreements, subscription/repurchase agreements, etc.) and identify key elements relevant to the department, to be shared internally as the case may be; 

•            Complete and review the relevant logs for billing purposes; annual accounts’ approval process, and tracking the status of corporate documentation; 

•            Update and ensure accuracy and exhaustiveness of the client database for follow up purposes; 

•            Manage client expectations by demonstrating awareness of the private capital industry; 

•            Collaborate closely with internal departments (e.g. client account manager team, transfer agency team, know-your-customer team, payment team, financial reporting team, etc.); 

•            Ensure yearly deadlines are planned ahead and duly met; 

•            Assist the senior funds domiciliation officer and/or assistant manager of the team; 

•            Raise incidents and escalations, if any.

MISSIONS ARE IMPORTANT, BUT SO ARE THE TEAM AND THE WORK ENVIRONMENT!

Your working environment

•            Job location: Luxembourg;

•            Position eligible for teleworking and remote site;

•            You will be part of a multilingual and international team;

•            The employer is a strong Group certified “Top Employer”;

•            Modern institution with great atmosphere and a modern and dynamic structure.

Questions about the job? Do not hesitate to contact Stefano Bausone, the manager of the team.

Benefits of this position?

•            Job Stability;

•            Skill Development;

•            Variety of tasks;

•            Work-life balance;

•            You will have the opportunity to define a training plan in consultation with your Manager to ensure a gradual and effective upskilling; 

•            Exposure to a fast-growing department;

•            Opportunity to work in a dynamic yet supportive environment, where high standards are balanced with a positive team spirit;

•            Daily collaboration with a team of dedicated professionals who value precision, efficiency and mutual support.

ARE YOU OUR FUTURE FUNDS DOMICILIATION OFFICER?

Professional experience and/or degree

•            Academic qualifications equivalent to a bachelor/master’s degree in law, business administration or finance;

•            Relevant experience in the field of funds domiciliation and corporate services, face-to-face client interaction and knowledge of private capital and/or other alternative asset classes;

•            Knowledge of private capital and Luxembourg company law is an asset (including financial vehicles, SOPARFI, SICAR, SIF, RAIF).

Behavioural skills

•            Ability to collaborate / Teamwork;

•            Attention to Detail/Rigour;

•            Organisational Skills;

•            Adaptability;

•            Communication Skills - Oral & Written;

•            Client Focused;

•            Ability to share/pass on knowledge;

•            Active Listening.

Transversal skills

•            Analytical skills: identify all aspects related to a topic and to be able to examine them with a critical view, be able to conduct a clear analysis covering all the aspects, causes and interactions;

•            Ability to develop and adapt a process;

•            Ability to manage/facilitate a meeting, seminar, committee, training…;

•            Ability to manage a project;

•            Ability to inspire others & generate people's commitment;

•            Ability to embody Diversity, Equity and Inclusion within the Group.

Technical skills

•            Good knowledge of Private Capital investment funds, especially Private Equity, Infrastructure and Private Debt Structures;

•            Good knowledge of Corporate Governance;

•            Proficiency in document management and board portal software (e.g. Diligent);

•            Legal and contractual tools (e.g. e-signature platform);

•            Legal research;

•            Good knowledge of Office tools (especially Word, Excel, PowerPoint and Outlook).

Language skills

Fluent in English, other languages are an asset, particularly French.

During the finalization of the recruitment process, the preselected candidate will be asked to provide us an extract from his/her criminal record dated less than 3 months (record N°3 for Luxembourg), according to the dispositions of the law from July 23 2016 concerning the criminal record.

In a changing world, diversity, equity and inclusion are key values for the well-being and performance of teams. At BNP Paribas, we want to welcome and retain all talents without distinction: this is how, together, we will build the innovative, responsible and sustainable finance of tomorrow.