Outsourcing & Internal Control Administration Officer

Key Responsibilities

1. Outsourcing Oversight Support

Register Maintenance & Governance

• Maintain the Outsourcing Register and ensure it remains accurate and up to date.
• Perform the quarterly reconciliation of the Outsourcing Register with the ICT Register.
• Support the quarterly publication of the Outsourcing Register.
• Save and maintain monthly ICT governance reports on SharePoint.
• Support requests from other departments on periodic register update requests and any supporting documentation.

Reviews & Assessments

• Support the annual review of the Outsourcing Policy and Procedures.
• Perform annual and periodic reviews of:
  • Exit strategies (critical and non‑critical arrangements)
  • Criticality assessments
  • Risk assessments
• Update and maintain monthly risk heatmaps.

Documentation & SharePoint Management

• Maintain, structure, and update Outsourcing SharePoint sites
• Maintain outsourcee service review reports (Funds, CLS, Depositary).
• Draft Minutes of Meetings for outsourcee service review committees.

Client / Audit Support

• Respond to routine client due diligence and audit-related requests regarding outsourcing.

2. Internal Control Support

Monitoring & Testing Activities

• Support monitoring testing activities and perform initial data validation.
• Conduct testing analysis and document results.
• Assist with static data monitoring checks.
• Track and follow up on remediation action plans.

Framework & Process Governance

• Support the annual review of the Internal Control Framework.
• Assist with the annual review of key processes.
• Ensure alignment between teams requirements where applicable.

Audit & Assurance Support

• Prepare documentation for ISAE audit requests.
• Maintain auditor communication logs and support coordination for auditor interactions.
• Update Internal Control SharePoint with ISAE request trackers.

Due Diligence & Reporting

• Support completion of due diligence questionnaires and requests.
• Prepare and update slides and reporting packs for:
  • Awareness training sessions
  • Risk & Compliance Committee
  • Other internal governance forums
• Update reporting templates and committee packs.

Operational Support

• Monitor and manage the Internal Control mailbox, ensuring timely responses and escalation where necessary.
Support ongoing systems and applications implementation tasks as required.

Profile & Skills

Education & Experience

• A bachelor’s degree in Finance, Business, Risk Management, Compliance, or a related field.
• Prior internship or junior experience in risk, compliance, audit, governance, or outsourcing is a plus (but not mandatory).

Technical Skills

• Strong proficiency in Excel, Word, PowerPoint.
• Experience with SharePoint is a strong advantage.
• Basic understanding of outsourcing frameworks, operational risk, or internal controls appreciated.

Soft Skills

• Excellent attention to detail and ability to manage structured documentation.
• Strong organisational and time‑management skills.
• Ability to work with multiple stakeholders and balance tasks across two teams.
• Strong written communication skills (e.g., drafting MoMs, preparing reports).
• Eagerness to learn and take ownership of responsibilities.