The Business Continuity Planning Associate is the focal point for all matters in relation to Business Continuity / Disaster Recovery and Health & Safety.
The Associate is an integral part of ensuring that the Business Continuity program is achieved to meet the requirements of BCP ISO22301 and to establish and maintain a safe and secure environment and the satisfaction of clients.
All actions must be considered as part of this overall goal.
The Associate also represents Senior Management for all Health and Safety related aspects as per the Luxembourg regulation.
The Associate must ensure all issues are escalated to Senior Management timely and work towards their resolution in cooperation with Human Resources, Facilities, the Safety Delegate and Luxembourg authorities governing health and safety as required.
Communication - The ability to send and receive messages using different methods so that they are conveyed and understood as intended
Can state and explain factual and procedural information on a 1 to 1 basis and in small groups, to own team, Line Manager, customers and clients at their peer level.
Can ask and answer direct questions making suggestions where appropriate. Able to listen, analyse information and feedback details to colleagues and seniors.
Actively contributes to meetings. Is able to select the most appropriate method of communication. Demonstrates knowledge and understanding of IFDS core values.
Communicates effectively and efficiently with colleagues and customers.
Accountability - Takes responsibility for the completion of objectives and tasks within budget, holding themselves accountable for their actions and the consequences of them
Is responsible for the completion of their own work following detailed instructions / with close supervision from others.
Aware of the impacts associated with not achieving Key Performance Indicators (KPI’s) / Service Level Agreements (SLA’s) and tasks.
Will admit and learn from mistakes. Adheres to IFDS policies. Takes ownership for his / her work.
Problem Solving - Analysing and evaluating information in order to arrive at and draw conclusions that can be implemented to resolve difficult issues
Works on recurring tasks under full supervision and within detailed rules and instructions. Contributes to the decision making process based on the information available.
Able to initiate action to resolve concerns, issues and problems. Demonstrates the ability to identify a problem and explore solutions.
Knowledge, Technical Skills and Continuous Learning - Specific knowledge, skills and qualifications needed to achieve required performance standards in a role
Keeping abreast of new knowledge and developments in ones area of expertise and / or responsibility. Develops basic knowledge and understanding of industry, system and regulatory requirements relevant to role (i.
e. Financial Crime Prevention, Data Protection, Information Security, Treating Customers Fairly, Health and Safety). Able to complete specific tasks in line with agreed procedures.
Able to explain how the integration of own work impacts on others work / roles. Can describe specific work processes, functions and procedures to new employees.
Willing to learn new processes and procedures to improve own knowledge.
Quality Focus Quality driven with a pride in delivering excellence
Aware of service level agreements and key performance indicators. Follows procedures when completing work to ensure quality standards are met.
Takes pride in delivering quality service to internal and external clients. Works with a minimum of errors and within targets.
Customer Focus - Effective relationships with internal and external clients and their customers. Being responsive to client needs in a timely and professional manner
Understands and responds to customer (where client may be internal or external) needs in a professional and timely manner.
Able to deal with repetitive requests from customers in a positive manner. Knows how to escalate issues to ensure a timely solution is provided.
Builds rapport with internal customers. Displays a positive approach to work.
Integrity - Honest and able to admit mistakes and take responsibility for your actions. You do not make excuses or blame others and will say what you think.
You use judgment and have a consideration for others
Escalates issues in a timely manner. Takes responsibility for own actions. Operates effectively within a diverse culture.
Demonstrates respect for others and treats others in a way they would want to be treated.
Teamwork - Working in co-operation with other people in a way that maximises personal effectiveness, encourages teamwork and achieves the required outcomes
Understands and values their own role and others in the organisation. Maintains immediate relationship networks (with peers, Line Manager, clients and customers).
Positively contributes to team meetings. Considers how to effectively work as a team.
Initiative - Actively influences events; seeks opportunities and acts on them; originates action without being asked to do so
Seeks and applies new skills and knowledge to workplace situation / tasks. Asks for help when a goal is unlikely to be achieved.
Volunteers to help others without being prompted. Actively seeks assistance when required.
Flexibility - Willingness to successfully adapt to changing demands and conditions. Adapting your behaviour to meet the needs of others as well as yourself
Willing to adapt to changing environments under supervision. Is prepared to ensure team goals are met by committing to work additional hours, which may be at short notice.
Volunteers for additional tasks to ensure team goals are met. Looks to understand the reasons for change. Is willing to adapt own priorities and workload to ensure targets are met.
Planning & Organisation - Ability to effectively plan the way services are delivered so that all activity is directly related to providing quality services and meeting the expectations of our clients
Is able to complete work as prioritised by Manager. Plans own day-to-day workload based on specific tasks. Manages own routine tasks.
Escalates any issues with completing work and advises of spare capacity, to help colleagues. Shows good organizational skills in order to meet deadlines and maintain complete documented records.
Commercial Awareness - Has a clear understanding of the IFDS corporate goals. Takes a commercial approach to all activity, looking for further revenue, challenging costs
Is able to understand how individual efforts and objectives contribute toward IFDS corporate goals.
Senior Responsibilities - Responsibilities that distinguish the senior position from the junior position
The Senior Associate demonstrates clearly he / she is capable to work independently with limited guidance from the Administrator.
Plays a supporting role to the Administrator.
Qualifications and Experience Education requirements, previous experience, language requirements, computer skills
The Associate is typically vocationally qualified with some work experience (5-10 years). Has at least successfully attained their final second-level education exams or BAC.
Preferably some banking or financial services industry experience. Good communication skills, fluent in English (written and oral).
French and / or German (oral) are considered advantageous. Good computer skills (MS Office : Excel, Word, Power Point and Outlook).
FUNCTIONAL TASK DESCRIPTION
BUSINESS CONTINUITY MANAGER
Be the IFDSL reference person for all BCP related mattersMaintain the Plan as per IFDS standards and request bi-annual sign-off from Senior ManagementCooperate with SSBL and IFDS group Business Continuity managers / coordinators within the framework of joint initiativesOrganize and steer monthly steering group meetings to keep Senior Management abreast of BCP events and their progressCoordinate IFDSL annual relocation test and participation to annual DR tests in cooperation with stakeholders globallyCoordinate testing of manual / workaround proceduresConsolidate the Business Impact Analysis for all departments with annual reviewCreate and improve Business awareness on BCP
Provide new hire training / all staff training (annual)
Organize yearly simulation exercise aiming at enhancing managers’ awareness and training their thinking process in an emergency situation
Identify applications and their up- and downstream and understand their criticality / RTOIdentify Interdependencies Internal / External / Critical Vendors.
Make sure these dependencies are correctly reflected in the BC plan (Silver plan / Bronze procedures)Ensure all TA vendors have a BCP provision in place and contact details are in placeMonitor regular call tree updates and organize call tree testsRespond to auditors, clients questionnaires and due diligence requestsLiaise with parties impacted during incidents and support business units as requiredCoordinate invocation of Command Center if requiredWork with IFDS entities / SSBL to coordinate the BCP approachCoordinate ad-hoc IT maintenance tests
Advise Senior Management on all health and safety related mattersDevelop and recommend plans for ongoing improvement in all health and safety related aspectsControl the security register maintained by FacilitiesMonitor compliance with regulatory and legal requirements as well as corporate and local office policiesLiaise with authorities governing health and safety if neededClose co-operation with Human Resources, Facilities and the IFDSL Safety delegate as relevant for escalation of concerns & issuesOrganize health and safety related trainings in cooperation with SSBL Travailleur DésignéPrepare, coordinate and lead building evacuation testsAttend monthly Health and Security meetingsPerform bi-annual tours of the building in presence of Facilities manager and IFDSL Safety Delegate
LOGICAL ACCESS MONITORING
Ensuring no access rights issues are left unnoticed between 2 recertification exercises by way of regular checks of core applications and files (iFast, Frontier, AWD, Sub-register folder).
Report results to management and request remediation as and when necessary.
PHYSICAL ACCESS MONITORING
Review quarterly reports received from State Street Global Security Access and request deletion of inappropriate rights as relevant.
Upon request from Facilities and State Street Global Security Access group, grant access to IFDSL premises in line with existing procedure.