Back Office Operations Assistant

Job description

Department: Operations

Position: Back Office Operations Assistant

Location: Lusaka, Zambia

Job Purpose

The Back Office Operations Assistant will be responsible for supporting the efficient and accurate processing of all post-trade activities relating to equity and fixed income transactions executed on the Lusaka Securities Exchange (LuSE). The role ensures timely settlement of trades, maintenance of client records, reconciliation of cash and securities positions, regulatory compliance, and operational excellence while contributing to the achievement of zero failed trades and exceptional client service standards.

Reporting Line:

Reports to the Head of Finance & Operations

Key Responsibilities

1. Trade Processing and Settlement

• Receive and validate trade files from the LuSE Central Trading Platform (CTP) against dealer trade records.
• Generate and distribute contract notes, trade confirmations, and settlement instructions within prescribed timelines.
• Process and monitor trade settlements through the LuSE Central Securities Depository (CSD).
• Match cash and securities positions to ensure accurate and timely settlement of all transactions.
• Investigate and resolve settlement exceptions, unmatched trades, and failed transactions promptly.
• Process corporate actions including dividends, bond coupon payments, rights issues, stock splits, bonus issues, and other issuer events.
• Facilitate off-market transfers, securities pledges, and portfolio transfers in accordance with client instructions and regulatory requirements.
• Maintain accurate transaction records and settlement documentation.

2. Reconciliations and Cash Management

• Perform daily bank reconciliations for client trust accounts and company operational accounts.
• Reconcile securities holdings between the CSD, internal records, and client portfolios.
• Investigate and resolve reconciliation breaks, unallocated funds, and outstanding items.
• Process client deposits, withdrawals, and settlement-related cash movements accurately and efficiently.
• Ensure strict segregation and safeguarding of client assets in compliance with regulatory requirements.
• Prepare daily and periodic settlement funding reports.
• Monitor settlement obligations and liquidity requirements to support seamless trade settlement.

3. Client Onboarding and Records Management

• Conduct Know Your Customer (KYC) and Anti-Money Laundering (AML) due diligence for new and existing clients.
• Verify and maintain client documentation including NRCs, TPINs, PACRA registration documents, proof of address, and source-of-funds declarations.
• Open, maintain, and update Central Securities Depository (CSD) accounts and trading account records.
• Ensure client records and static data remain accurate, complete, and up to date.
• Maintain secure filing and archiving of client and transaction documentation in line with regulatory requirements.
• Respond promptly to client enquiries relating to settlements, account balances, statements, and transaction history.

4. Compliance and Regulatory Reporting

• Prepare daily reports on failed trades, unsettled transactions, and operational exceptions.
• Assist in the preparation and submission of regulatory returns and reports to the Securities and Exchange Commission (SEC) and Lusaka Securities Exchange (LuSE).
• Support internal, external, regulatory, and compliance audits by providing required documentation and information.
• Monitor and escalate suspicious transactions in accordance with AML and Counter-Terrorist Financing (CTF) regulations.
• Ensure compliance with the Securities Act, LuSE Rules, SEC Client Assets Rules, AML regulations, and internal operational procedures.

Qualifications and Experience

The ideal candidate should possess the following qualifications and experience:

• Bachelor’s Degree in Accounting, Finance, Banking, Business Administration, Economics, or a related field.
• Minimum of one (1) to three (3) years’ experience in banking operations, securities administration, stockbroking operations, share transfer services, custody services, or a related financial services environment.
• Experience working with LuSE and CSD systems will be an added advantage.
• Proficiency in Microsoft Office applications, particularly Microsoft Excel.
• Familiarity with securities settlement systems, portfolio administration platforms, or investment operations systems will be advantageous.
• Knowledge of KYC, AML, and regulatory compliance requirements within the financial services sector.

Key Competencies

• High level of accuracy and attention to detail.
• Strong numerical, analytical, and reconciliation skills.
• Sound understanding of securities settlement and financial market operations.
• Strong organizational and time management skills.
• Ability to manage multiple priorities and meet strict deadlines.
• High ethical standards and ability to handle confidential information.
• Strong communication and client service skills.
• Regulatory awareness and compliance orientation.
• Problem-solving and investigative skills.
• Ability to work effectively in a fast-paced, high-performance environment.

Application Details

Interested candidates should submit their application letter and curriculum vitae to recruitment@aflife.co.zm no later than 5th June 2026.

Aflife is an Equal Opportunity Employer and does not discriminate on the basis of race, gender, disability, ethnicity, religion, or any other protected characteristic.

Only shortlisted candidates will be contacted.