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Job Title:Administration Officer (12-month Fixed Term Contract)
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Job Title: Administration Officer (12-month Fixed Term Contract)
Corporate Title: NCT
Department: NAM Hong Kong
Location: Hong Kong
Licensed Role: Yes
Company Overview
Nomura is a financial services group with an integrated global network. By connecting markets East & West, we service the needs of individuals, institutions, corporates and governments through our four business divisions: Wealth Management, Investment Management, Wholesale (Global Markets and Investment Banking) and Banking.
Driven by the insights of some 28,000 people worldwide, we put our clients at the center of everything we do, delivering unparalleled access to, from and within Asia. For further information about Nomura, visit www.nomura.com
Divisional Overview:
The NAM international business brings together a legacy of investing in public and private markets on a global scale. Through active management, we deliver differentiated and innovative solutions across equities, fixed income, multi-asset, and private credit supported by a team of disciplined and tenured investment professionals. Building upon Nomura’s century long heritage, our teams are responsible stewards of clients’ capital. We approach everything we do with accountability, curiosity, and integrity to help clients across wealth and institutional channels navigate an ever-changing market, capture opportunities around the world, and reach long-term investment goals.
Role Description:
- Monitor fund operations: Manage day-to-day fund operational processes including subscriptions, redemptions, distributions, payments, and bank account administration, ensuring accuracy, timeliness, and proper documentation.
- Trade processing: Oversee the complete trade process from execution to settlement for equities, fixed income, and derivatives. Ensure accurate trade capture, confirmation, and resolution of any settlement issues
- NAV Calculation and reporting: Oversee daily NAV calculations, prepare performance reporting and financial reporting.
- Reconciliations: Monitor daily and periodic reconciliations of cash, holdings, and transactions between internal records, brokers, and custodians. Investigate and resolve discrepancies promptly
- Corporation Actions: Monitor and manage corporate actions, proxy voting and other operational events.
- Team coordination: Work closely with Portfolio Managers, Finance, Legal and Compliance to ensure smooth execution and prompt resolution of exceptions.
- Service provider management: Liaise with custodians, fund administrators, nominees, brokers, external auditors and other vendors; coordinate deliverables, follow-ups, and issue resolution with clear tracking and audit trail.
- Fund setup & change events: Support new fund launches, fund amendments/supplement reviews, and operational onboarding including custody and brokerage account opening.
- Operational controls & risk awareness: Maintain strong operational discipline (checklists, maker-checker where applicable, reconciliations/confirmations) and escalate risks or breaks in a timely manner.
- Process improvement & systems initiatives: Participate in system enhancements and workflow optimization projects, helping standardize recurring processes and improve efficiency.
- Ad hoc tasks: Support additional operational tasks and projects as assigned.
- Office Management: Oversee daily office operations, ensuring seamless workflow and administrative support for all departments.
- Team Leadership: Lead and manage an administrative team, providing clear direction, coaching, and performance management to foster a high-performing and collaborative culture.
- Facilities Management: Coordinate office maintenance, space planning, and workplace safety initiatives in collaboration with relevant stakeholders. Manage procurement processes including sourcing, vendor selection, contract negotiation, and purchasing of office supplies, equipment, and services.
- Reporting and Compliance: Prepare and present management reports related to office operations, ensuring compliance with policies and procedures.
- Budgeting: Manage office budgets, track expenses, and identify cost-saving opportunities without compromising service quality.
- Stakeholder Management: Build and maintain strong relationships with external vendors, particularly in the areas of security, cleaning, and facility services, ensuring service quality and compliance with contractual terms.
- Policy Development: Develop and implement administrative policies and procedures to improve operational efficiency and service delivery.
- Communication: Serve as a primary point of contact for both internal and external stakeholders, demonstrating outstanding articulation and communication skills.
- Management support: Support senior management with reporting, planning, and execution of strategic administrative initiatives.
Skills, experience, qualifications and knowledge required:
- Bachelor’s degree in Finance, Accounting, Business or a related discipline.
- Minimum of 5 years of direct experience in fund operations, middle office, or fund administration within an asset management firm
- Solid understanding of multi-asset investment products (equities, fixed income) and common fund structures (e.g., Unit Trusts, OFCs)
- Solid understanding of fund operational workflows.
- Proven experience work independently and managing an office.
- Strong background in office operations, facilities management, reporting, and budgeting.
- Strong execution capability: detail-oriented, well-organized, able to multi-task, and comfortable working under time-sensitive deadlines.
- Strong communication and stakeholder management skills; able to work effectively with both internal teams and external service providers.
- Strong teamwork mindset with a proactive, problem-solving attitude.
- Fluency in English, Cantonese and/or Mandarin is mandatory.
Nomura Leadership Behaviours
- Explore Insights & Vision: Identify the underlying causes of problems faced by you or your team and define a clear vision and direction for the future.
- Making Strategic Decisions: Evaluate all the options for resolving the problems and effectively prioritize actions or recommendations.
- Inspire Entrepreneurship in People: Inspire team members through effective communication of ideas and motivate them to actively enhance productivity.
- Elevate Organizational Capability: Engage proactively in professional development and enhance team productivity through the promotion of knowledge sharing.
- Inclusion: Respect DEI, foster a culture of inclusion and psychological safety in the workplace and cultivate a "Risk Culture" (Challenge, Escalate and Respect).
Diversity Statement
Nomura is committed to an employment policy of equal opportunities and is fundamentally opposed to any less favourable treatment accorded to existing or potential members of staff on the grounds of race, creed, colour, nationality, disability, marital status, pregnancy, gender, or sexual orientation.
DISCLAIMER
This Job Description is for reference only, and whilst this is intended to be an accurate reflection of the current job, it is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. The management reserves the right to revise the job and may, at his or her discretion, assign or reassign duties and responsibilities to this job at any time.
Nomura is an Equal Opportunity Employer