VIE - Third-Party Administrator

at  AXA Investment Managers

AXA Investment Managers (AXA IM) is a leading asset manager offering a diverse range of investment opportunities across traditional and alternative asset classes. With our products, we seek to diversify and grow our portfolios, while providing our clients with long-term value and investment performance.
AXA IM manages approximately 844 billion euros in assets, including 480 billion euros incorporating ESG, sustainable or impact criteria, at the end of December 2023. We are committed to achieving the objective of zero greenhouse gas emissions greenhouse gas emissions by 2050 for all eligible assets, as well as integrating ESG considerations into our activities, from stock selection to our actions and our corporate culture.
At the end of December 2023, AXA IM employs more than 2,700 employees spread across 23 offices and 18 countries. AXA IM is part of the AXA Group, a global leader in insurance and asset management.

SHARE YOUR UNIQUE EXPERIENCE

General Business Skills

• Experience communicating with a broad range of Key Stakeholders.
• Very strong interpersonal and communication skills with high amounts of energy and drive
• Be a team player and have a willingness to learn with a “can do” attitude.
• Demonstrate a high level of diligence and attention to detail.
• Strong time management and organisational skills
• Willingness to contribute to process enhancement.
• Experience in project work / management desirable

We have done our best to paint a picture of what we are looking for in this role; however, we know that some candidates may be discouraged from applying if they don’t meet every requirement. If you don’t tick every box but are excited by the role and the prospect of working for AXA IM, then please apply!

a) Third-Party Oversight:
1. Responsibility for the maintenance of the Outsourcing and Third-Party Risk Database. Liaising with vendor relationship managers to ensure compliance with the AXA IM Outsourcing Policy.
2. The preparation of Outsourcing Committee papers and other reports for key governance meetings, escalating any issues to relevant stakeholders
3. Assist with the coordination of Outsourcing and Third-Party Risk Forums and key governance meetings - setting agendas, preparing management committee / forum reporting packs, document minutes, monitoring and following up on open actions and track to closure.
4. Attendance and contribution to key operational governance forums
5. Assisting the Global Head of Third-Party Oversight with relationship governance for Non-Critical Suppliers, to oversee compliance with AXA IM standards.
6. Developing good working relationships with business owners of the relationship across AXA IM and within third-party providers to enable effective execution of the Outsourcing arrangements.
7. Supporting and participating in business change as required
8. Following a risk-based approach to our work and strong emphasis on maintaining and improving governance within the team
9. Coordinating annual Third-Party due diligence activity on third party providers in line with the Minimum Control Expectation (MCE) Framework
10. Coordinate monthly KPI reporting and presentation to Senior Management.
b) Third Party Relationship Management:
1) AXA-IM Select Invoicing - Irish and French domiciled funds:
The analysis, control check and execution of expense payments within the Funds is a fundamental activity to maintain healthy operating cost and financial oversight; enabling faster responses to change and thus reducing the risk of accruals / budgets moving out of tolerance.
2) TPRM Invoicing Inbox:
Keep track of the invoicing mailbox and respond to queries where required. Oversee all fund expense payment instructions. Analyse and sanity check all invoices received. Update the invoice tracker with the fund range, invoice details, currency, invoice split, accrual type etc. Update the invoice template and provide to SSB for payment. Approve in MYSS
3) AXA IM Select Audit Assistance (French funds only):
Keep a database of the auditor, year-end, SFDR classification etc for each French fund Prior to each fund’s year end reach out to internal parties and request the necessary internal documents. Provide documents once received to the financial reporting team at BNP. Provide final reports to French legal team for filing once the audit is complete.
4) 4 Track BNP/Auditor reports for quarterly/semi-annual French funds
Navigate through auditor and BPSS financial reporting secure share sites. Track quarterly/semi-annual reports and save to SharePoint. up if reports are not received on time. Advise internal teams in France once reports are saved to SharePoint.