COO Office Business and Project Manager VP

Job Description

Description of the Business Line or DepartmentThe COO Office forms part of the wider COO Function. The COO Office is responsible for:

• Operational Processing - back-office functions of securities and banking operations, operational tax reporting, fees, and pricing.
• Middle Office Client Data and Reporting - Onboarding, client data maintenance, periodic reporting.
• Middle Office Regulatory Reporting, Treasury Support, Client Asset and Reconciliations
• Facilities Management
• Operational Risk and Governance, Vendor Management
• Operational Change and Improvements supporting SGKH strategy and transformation.

Summary of the key purposes of the role

• Supporting the larger challenges of the COO Office notably in terms of managerial administrative and project support, risk culture, governance, budget management, continuous improvements
• Liaising and partnering with all Kleinwort Hambros departments as appropriate and representing the COO Office on Business Management related matters
• Monitoring department performance in terms of risk and compliance and client service

Summary of responsibilitiesThis is a newly created role to support the Group Head of COO Office in delivery of department objectivesThe role holder will support the Group Head of COO Office in delivering regulatory responsibilities, lead specific initiatives and projects as required, manage on behalf of COO Office several day-to-day items such as invoices processing, logistics, budgetand cost monitoring, department risk and compliance profile, and administrative activities.Business Manager

• With the Head of COO Office, produce and monitor annual financial budget forecasts versus spend. Resolve budget and finance related issues. Maintain and reconcile headcount reports
• Review and validate exceptional system accesses on behalf of Senior Management, perform periodic reviews of system risks where COO Office is the system business owner
• Coordinate the departments annual response to internal and external benchmarking surveys
• Support the department management with reviews of the departments policies, procedures and controls
• Oversee and coordinate as appropriate audit and inspection responses in order that all due audit deliverables are managed to closure within the dates agreed
• Support the management, governance, regulation risk, regulatory related activities, and updates for the department, including services provided by outsource business partners
• Develop a mechanism for monitoring department performance as viewed through the eyes of our clients, creating a monitoring framework for improvements, and monitoring of respective internal service levels with client facing teams
• Production of regular and ad hoc presentation materials such as periodic department reports to ensure oversight, mind and management and control is demonstrated for the respective Bank and branch jurisdictions
• Maintaining central department records for shared information and databases to ensure regulatory compliance of periodic controls
• Support and coordinate planning, execution and delivery of projects and change programmes where relevant. Lead and complete special reports, projects and strategic assignments as required
• Support the Group Head of COO Office discharge SMF responsibilities while ensuring confidential matters are appropriately managed

• Develop and maintain support metrics, MI and project management status, and consolidate various dashboards across COO Office
• Ensure required updates to the Head Office are delivered timely and efficiently
• Attend key relevant meetings, capture takeaways from meetings, identify key themes and implications for COO Office, and ensure follow-up with relevant stakeholders as needed
• Cooperate and collaborate with other departments within KH and the wider SG Group
• Responding to ad hoc business management queries as appropriate

Broad interest in business management with the ability to piece the bits of the puzzle together

Strong operational execution as this role is both a "doing" role and a "coordinating" role - operates with rigour and transparency

Strong risk culture and reliable professional conduct demonstrates risk awareness and good conduct behaviours, knowledge of and compliance with internal policies

Able to work within a matrix management organisation - influencing / negotiating/navigation skills, and being able to understand the effectively leverage the wider SG organisation

Motivated self-starter - ability to work autonomously and be responsible for following matters through to completion

Change, project, and budget management experience

Excellent Interpersonal, Communication, coordination, and presentation skills - ability to influence, build effective relationships and communicate successfully with the key decision maker

Ability to work under pressure/manage ambiguity; solution and delivery focused, service-oriented and proactive and inquisitive mindsetTeam player with excellent emotional intelligence, enjoys sharing information, works collaboratively, sets, and suppor