Job Details

Task Responsibilities:

• Drafting and maintaining up to date (following best practices and aligned to international standards) a regulation governance policy defining and explaining the main rules applicable to the regulation management system including the creation, amendment, management, storage and termination of documents containing internal rules.
• Proposes, designs, and implements a regulation management system including various types of documents, policies, corporate rules and their hierarchy.
• Based on best practices in this field, designs templates for each type of corporate document. These templates should correctly identify each document, including (but not limited to): title, document number, document type, version, author, date of creation, last modification and entry into force, status, confidentiality level, and links to other documents.
• Ensures harmonization between the above-mentioned corporate documents, informing the respective owners of discrepancies or contradictions. To ensure this task, they must be kept informed by the respective owners of policies and internal rules, as well as all projects to create new policies or internal rules.
• Ensures that the tone, style, and language of the policies and internal rules are harmonized and in line with corporate values, principles, and management decisions.
• In general, develops and implements document handling policies and internal rules to ensure the secure management and access of company corporate documents with a legal value.
• Coordinates with the respective departments of the company, particularly with the KYC unit and the Compliance Communication unit, on the use, management, and communication of internal rules.
• Conducts quality assurance audits of policies and documents containing internal rules to maintain accuracy, integrity, and version control.
• Coordinates with the Sustainability department on the production of governance materials to fulfil corporate reporting needs.
• Coordinates with IT (Data Governance and other units) on access rights decisions to corporate policies and internal rules.
• Facilitates and organizes policy review meetings with stakeholders to gather feedback, discuss policy implications, and achieve consensus.
• Together with other Compliance units and policy owners, monitors the impact of resources, processes of implemented policies, analyzes performance data and stakeholder feedback to identify areas for improvement.
• Oversees the archiving of obsolete policies and the documentation of policy changes, maintaining a comprehensive and up-to-date policy library.
• Is invited as a guest to all ExCom discussions on policies and internal rules and communicates with relevant departments and individuals to ensure the adequate communication and implementation of corporate rules and policies.
• Participates in discussions around corporate values and principles and the drafting of the corporate Ethics Code.

Essential Requirements For The Position:

• At least a bachelor's degree in a relevant field such as information or document management, law, sociology, communication or political sciences.
• At least 3 years of experience in compliance, legal, regulatory affairs, communication or a related field.
• Proven experience managing a document management system, including document numbering, processing, distribution, and archiving, is highly valued and considered an asset
• Attention to corporate cultural aspects (values and principles) is essential for the position.
• Experience conducting regular audits of the regulation management system to identify and correct discrepancies, ensuring compliance with legal and regulatory standards
• Strong understanding of regulatory, legal, and quality requirements related to document control, such as ISO standards and GDPR
• Familiarity with version control, metadata tagging, and permission-based access is important
• Meticulous approach to organizing, categorizing, and safeguarding sensitive information
• Excellent communication skills to coordinate with various departments at all levels of the company
• English and French
• MS office

Working Conditions:
No supervisory responsibility for other staff.

No budget planning responsibility.

Strategic responsibility in his/her field of competence.

The position holder is based in Luxembourg.

The position demands a regular presence in the office and requires vacation and other absences to be planned so as to avoid conflicting with service needs.

 Occasional travel may be required. 

 Flexibility may be needed with working hours. The position holder shall keep informed their line manager on their whereabouts and the means of telecommunications through which they will be reachable for urgent company needs, while on company mission.