Share Scheme Administrator

Fnbnamibia; India; On-site; INR 1,000,000 - 1,600,000; Full time

Benefits offered by this job

Challenging work environment

Opportunities to innovate

Cross-functional collaboration

Job summary

FirstRand is seeking a Share Schemes Administrator to provide specialized administrative support for employee share schemes. You will manage data loading, annual vesting cycles, reconciliations and settlements, while ensuring compliance with tax and regulatory requirements.

Collaboration with payroll, tax and treasury is essential. The role requires strong Excel skills, data analysis capability and the ability to identify process improvements.

Qualifications

• Advanced Microsoft Excel skills to validate system data and perform large data analyses.
• Ability to load, maintain and reconcile share scheme data across platforms.
• Strong understanding of data governance, reporting and audit requirements.
• Analytical mindset to support monthly and ad-hoc reporting.

Responsibilities

• Support consolidation of share allocation lists and prepare submissions for approvals.
• Load and verify awards on the share scheme system, including dates and prices.
• Issue letters, manage acceptances/declines and amendments.
• Administer ad-hoc awards and settlements in line with guidelines.
• Maintain accurate participant, award and scheme data for accounting and reporting.
• Run annual vesting and settlement processes end-to-end.
• Manage participant settlement elections and transfers.
• Apply tax directives and ensure settlements are correctly taxed and reconciled.
• Collaborate with payroll, treasury and tax to support funding and payments.
• Produce monthly reports and analytics for management and audits.

Skills

Advanced Excel

Data analysis

Job description

Job Description Hello future Share Schemes Administrator FirstRand believes that its people are its single most important resource and will not operate in a sector unless it has people who are right for that market and who share FirstRand’s business values. We recruit self‑starters who have a passion for what they do. We empower them, hold them accountable and reward them appropriately. We value diversity in our people, particularly for the way that this contributes to innovative thinking. If you think you will flourish in our environment, and you believe you have the necessary skills and competencies for the position advertised, then we are looking for you!

Job Profile Summary

Under limited supervision, provides specialised administrative support to the Group Share Schemes function by administering all employee share schemes end-to-end on the share scheme platform. The role is accountable for the accurate loading and maintenance of scheme data, the running of the annual award and vesting cycles, monthly reconciliations and charge‑outs, and the correct application of scheme rules to awards, terminations, transfers and settlements. The incumbent is expected to have a strong working knowledge of the share scheme system and its interfaces, and to identify, test and recommend system and process improvements. The role works closely with accounting, payroll, tax, treasury and stockbroking teams to ensure accurate financial processing, funding and payment. Understands the statutory and legal obligations, group policies and regulatory requirements applicable to the job function. Collects, compiles and analyses complex data for both monthly and ad‑hoc reporting and exercises independent judgement and reasoning within mandate.

Responsibilities

• Support the consolidation of the segment share allocation lists into the group Masterfile and prepare the summary of offers submitted to the Remuneration Committee and CEO for final approval
• Load approved bulk and ad‑hoc awards onto the share scheme system, verifying award date, award price and awarded units prior to approval
• Issue award and offer letters, load supporting documentation into the participant's electronic file and manage acceptances, declines and amendments
• Administer ad‑hoc awards granted outside the annual reward cycle, including awards made during closed periods, in line with agreed guidelines and in conjunction with Group Treasury
• Maintain accurate participant, award and scheme data to support share‑based payment accounting and financial reporting
• Annual vesting and settlement process
• Run the annual vesting cycle end-to-end, confirming that all vesting conditions have been met and appropriately approved before any settlement is processed
• Administer participant settlement elections (cash or shares), including the bulk transfer of restricted shares into unrestricted stockbroking accounts and the release of restrictions on vesting
• Apply for tax directives from the South African Revenue Service and ensure that tax is accurately calculated, settled and reconciled on all settlements
• Prepare and submit payment instructions to payroll and shared services within agreed cut‑off dates, ensuring adequate hand‑off of information and supporting documentation
• Perform proxy trades on behalf of participants who are unable to transact, within mandate and in line with approved segregation of duties
• Manage participant queries on awards, vesting, dividends, tax and scheme rules, and support scheme communication and participant education
• Terminations, transfers and application of scheme rules
• Monitor the interface between the human capital system and the share scheme system to identify terminations, transfers and cost centre changes, and resolve exceptions timeously
• Administer manual terminations for entities outside the core human capital system, including monthly confirmations from in‑country payrolls, formal follow‑up and escalation, and retention of supporting evidence in an approved repository
• Apply the correct scheme rules to fault and no‑fault terminations, including retentions, pro‑rata reductions, forfeitures, lapses and transfers of forfeited shares
• Administer inter‑company transfers of participants and the recovery of settlement costs between employer companies
• Run monthly reports to ensure that new participants are correctly loaded and that terminations are checked against the database and processed in line with policy
• Accounting, reconciliation and payroll interface
• Reconcile monthly general ledger balances, share scheme and bank reconciliations and related invoices, and identify and resolve invoicing issues, accounting discrepancies and other financial related issues
• Prepare and adjust financial journal entries as required, ensuring calculations are accurate, valid and supported by an adequate audit trail
• Prepare monthly charge‑outs and cost recoveries to business units and support the annual budget and forecasting process for the schemes
• Work closely with the accounting, treasury and tax functions on scheme funding, share‑based payment inputs and valuation data, and resolve queries raised
• Partner with payroll and shared services to ensure accurate and time‑ous processing of settlements, employee tax deductions and directives, including reconciliation of amounts processed
• System understanding and system improvement
• Develop and maintain an expert working knowledge of the share scheme administration platform and its interfaces with the human capital, payroll, stockbroking and accounting systems
• Take ownership of data integrity on the system, including bulk uploads, exception and error handling, correction of failed or suspect records and re‑processing of data
• Provide input into system enhancements and releases by defining business requirements, participating in testing and user acceptance testing, and supporting implementation and post‑implementation review
• Identify manual and spreadsheet‑intensive activities, flag opportunities to automate and migrate to platform, and support the use of technology in process and system improvements
• Support user access administration, including role and profile definitions, the user access matrix and maintenance of appropriate segregation of duties
• Apply advanced Microsoft Excel skills to validate system data, reconcile large data sets and produce analysis, while complying with critical spreadsheet requirements
• Governance, risk, audit and record keeping
• Administer the schemes in line with the approved scheme rules, group policies and applicable legislation, including the Companies Act, Income Tax Act and listing requirements
• Maintain current process documentation and run books, including the risk and control assessment, with clearly defined roles, responsibilities, approvals and mandates
• Prepare and provide evidence for internal and external audit reviews and implement agreed management actions within the committed implementation dates
• Identify, capture and report operational risk events on the approved risk system within the required reporting timelines
• Implement and maintain both electronic and manual filing systems and ensure departmental record keeping meets group records management requirements
• Reporting and analysis
• Collect, compile and analyse complex data and information for monthly, annual and ad‑hoc reporting requirements
• Provide timeous reports on operations, performance, scheme balances and audit findings, and report on transactional activity within set guidelines to enable decision making
• Complete relevant administration, reporting and updating of information accurately and on time, and continually investigate new ways to optimise reporting
• Service delivery, cost management and relationships
• Contribute to a client service delivery culture by adhering to approved service delivery principles and relevant service level agreements, and by offering appropriate solutions
• Resolve customer dissatisfaction and complaints by taking ownership of the problem through to resolution
• Build and maintain relationships with the reward, human capital, finance, treasury, tax, payroll, stockbroking and audit teams in order to deliver on work expectations
• Demonstrate cost consciousness, identify and escape potential risks that may lead to increased costs, prevent wastage and identify process improvements that contain and reduce costs
• Produce high‑quality work by adhering to predefined standards, procedures, quality standards, turnaround times and compliance and governance requirements
• Personal development and teamwork
• Seek out regular performance feedback, identify activities to address own development gaps and agree a personal development plan with the team leader or manager
• Keep abreast of learning opportunities, changing products, scheme rules, tax treatment and market trends relevant to share scheme administration
• Contribute to teamwork and inclusivity by working together to achieve team goals, valuing individual contributions, respecting diversity and sharing information and knowledge that benefits the team, including cross‑training to reduce key person dependency

Benefits

• Challenging work in a complex and exciting environment
• Opportunities to innovate and create efficiencies.
• Be part of a high‑performing Group Reward team
• Work on impactful projects involving data, systems, and process optimisation
• Opportunity to influence decision‑making through analytics and insights
• Exposure to cross‑functional collaboration across HR, Finance, and IT

Who We Are

FirstRand provides a comprehensive range of financial services in South Africa and certain markets in broader Africa. The group also offers certain niche products and services in the UK and India. Listed on the Johannesburg Stock Exchange (JSE) and the Namibian Stock Exchange (NSX), FirstRand Limited is the largest financial institution by market capitalisation in Africa. The group follows a multi‑branding approach. Its portfolio of financial services businesses includes FNB, RMB, WesBank, Ashburton Investments, Aldermore, MotoNovo and DirectAxis. Many are leaders in their respective segments and markets, offering transactional, lending, investment and insurance products and services The FirstRand Corporate Centre houses many of the critical functions required by a large and complex financial services group. The group’s track record of delivering superior returns to shareholders has been achieved through a combination of organic growth, acquisitions, innovation and the creation of completely new businesses. The group’s purpose of delivering Shared Prosperity provides many opportunities for employees to innovate to address social and environmental challenges in our markets. All of our businesses have successful Volunteering programmes which also allow employees to adopt and support causes close to their hearts.

We Can Be a Match If You Are

• Curious & courageous - you're driven by always wanting to know more and learn more and you're brave enough to
• Obsessed with mastery - you know what it takes to become good at what you do and are constantly pushing yourself to do it.
• Have a general understanding of different risk types.
• Are you interested in taking the step?

Important Closing Date Note

Take note that applications will not be accepted on the below date and onwards, kindly submit applications ahead of the closing date indicated below. 08/09/26

Equal Opportunity

All appointments will be made in line with FirstRand Group’s Employment Equity plan. The Bank supports the recruitment and advancement of individuals with disabilities. In order for us to fulfill this purpose, candidates can disclose their disability information on a voluntary basis. The Bank will keep this information confidential unless we are required by law to disclose this information to other parties.

Additional Fillers

We look forward to engaging with you further.