State Street Fund Expense Administrator, Associate 1 in Krakow, Poland

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Purpose of Role:

Fund Expense Administrator is responsible for processing the fund expenses and all associated tasks, including collecting authorization, VAT calculations, expense allocation to the sub-funds, payments, reconciliation and reporting. He or she must ensure all invoices are processed in a timely manner and according to the standards and procedures set forth

Specific Duties:

Technical Competencies

Invoices Payment And Reconciliation

  • Screen received invoices and determine entities / funds concerned, split method, need for currency conversion and applicable VAT treatment
  • Instruction and follow up with concerned team for custody payments and cross sub-funds transfers.
  • Instruction and follow up for execution of currency conversions
  • Accounting processing of payments
  • Custody vs Accounting reconciliation
  • Follow up on rejected / returned payments


  • Determine whether VAT is applicable and calculate where necessary
  • Contact the client to resolve VAT calculation issues


  • Maybe required to undertake the review of invoices tasks prepared by other team members
  • Involvement in departmental ad-hoc projects.
  • Involvement in the training and development of other team members as necessary.
  • Make recommendations for changes to processes and procedures and prepare documentation for review as required.

Non - Technical Competencies


  • Resolve review points highlighted by Senior Fund Expense Administrator and team supervisor and ensure they are kept informed of progress.
  • Establish and maintain good working relationships with internal clients and colleagues.
  • Contacts and maintains good working relationships with appointed client and vendor representatives in order to gather authorization and clarify any issues around fund expenses


  • Undertake appropriate housekeeping duties e.g. filing, archiving, operation of clean desk policy.

Training And Personal Development

  • Work with Senior Fund Expense Administrator / Team supervisor to identify objectives at the start of each year and keep them up to date.
  • Actively participate in the appraisal process by completing a self-evaluation and suggesting appropriate development.
  • Take responsibility for personal development and training

Specific Qualifications:

  • Accuracy and ability to work with deadlines.
  • PC literate and competent in use of spreadsheets and word processing.
  • Basic understanding of fund administration would be useful but not essential.
  • Very good English knowledge (B2 or higher)

Critical Behaviors for Success as defined by the PPR System at Core level:

  • Takes Ownership and Initiative
  • Ensures accuracy and quality
  • Provides outstanding service
  • Communicates Effectively
  • Displays Insight & Influence
  • Fosters Collaboration and Teamwork

Level of Education:

  • Accountancy or Business related degree (preferred)

Previous Level of Experience:

  • Fund administration.ccounts payable.canning experience preferred but not essential

  • State Street Job ID: 165929

  • Location: Krakow

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Job Title: Fund Expense Administrator, Associate 1

Job ID: 165929

Full/Part Time: Full FTE

Regular/Temporary: Regular

Location: Poland - Krakow